Travel Card Program

1
Travel Card Program

• State of Georgia
• Department of Administrative Services
• State Purchasing Division
• www.DOAS.GA.GOV

2
Card Program Overview Topics

• Definition of Travel Card
• Benefits of Using the Card
• Using the Travel Card
• Allowable Purchases
• Prohibited Purchases
• Card Program Administrator Responsibilities
• Cardholder Responsibilities
• Supervisory/Approving Official Responsibilities

3
What is a Travel Card?

• Issued by American Express
• Employee receives authorization from employer to
  obtain a travel card
• Issued in the name of a State employee for that
  employees use only

• For Official Use Only
• Job-related travel expenses only
• No personal purchases

4
What is a Travel Card?

• Payment Requirements
• Employee submits reimbursement request (expense
  report) for all job-related travel expenses
• Employer reimburses cardholder based on
  submitted, documented expenses
• Employee submits payment to American Express for
  full balance due
• Accounts 90 days past due will be terminated
  immediately

5
Benefits of Using the Travel Card

• Offers employees who travel regularly on State
  busienss an alternative way to pay for
  job-related travel expenses
• Use in place of personal credit cards or funds
• Use in place of cash advances from employer
• Employees can use one card to pay for
• Transportation costs
• Meals and lodging
• Management reporting available through American
  Express
• Monitor purchases
• Monitor payments

6
Allowable Purchases

• Airline Tickets
• Ground Transportation
• Airport shuttles
• Mass transit
• Rental vehicles
• Fuel for rental vehicles
• Lodging
• In-State Use hotel/motel tax exemption
  certificate
• Meals
• Refer to SAO per diem rates

7
Prohibited Purchases

• Card is not to be used for personal purchases
  under any circumstances, even if balance will be
  paid in full.
• Other prohibited purchases
• Cash Advances
• Travel Insurance
• Entertainment (including movies and games)
• Alcohol, even when included in a legitimate meal
• Repairs, maintenance, fuel for State-owned
  vehicles and equipment
• Cannot be used to accumulate hotel bonus award
  points or frequent flyer miles
• Anything not specifically permitted by State
  Travel Card Policy

8
Where and How to Use the Card

• Use for any allowable purchases wherever American
  Express is accepted

9
Card Program Administration

• Resources available on the State Purchasing
  Division web site
• statepurchasing.doas.ga.gov
• State Government
• Statewide Card Program
• State Travel Card Policy
• Form SPD-CC001 Designation of Card Program
  Administrator
• Ensures State Purchasing Division has up-to-date
  contact information for notification in the event
  of program changes or other announcements
• Obtain appropriate signatures/authorizations
• Submit to ProcessImprovement_at_doas.ga.gov

10
Card Program Administration

• Standard Statewide Forms Available
• SPD-TC001 Cardholder Agreement (required)
• Cardholder agrees to terms and conditions for use
  of the Travel Card
• SPD-TC002 Cardholder Profile (required)
• Use to request/order a card for an employee or to
  make changes to personal information
• SPD-TC003 Authorization to Use Travel Card
• Optional form if employer policy requires prior
  approval for travel expenses

11
Card Program Administration

• Card Program Administrator Responsibilities
• Develop internal policy and procedures
• How to request a Travel Card
• Can only be issued to a full-time State employee
• Complete Form SPD-TC001, Travel Card Profile
• How to cancel a Travel Card
• Obtain signed Travel Card cardholder agreements
  (Form SPD-TC001)

12
Card Program Administration

• Develop and deliver training to all program
  personnel cardholders and supervisors
• Topics to Cover
• State Accounting Office Travel Regulations
• State Travel Card Program Policy
• Internal Travel Card Program Policy

13
Card Program Administration

• Ensure separation of duties between charging
  expenses and approving expenses for reimbursement
• Monitor and/or audit Travel Card activity to
  ensure compliance with State and internal
  policies and procedures

14
Card Program Administration

• Encourage employer reimbursement to the
  cardholder for all job-related travel expenses
  within 30 days
• Enables employee to pay American Express in a
  timely manner
• Complies with 30-Day Prompt Pay requirements
• Monitor accounts to ensure timely payments

15
Cardholder Responsibilities

• Comply with Travel Regulations
• State Accounting Office
• Go to sao.georgia.gov
• Click on Financial Reporting
• State Travel Card Policy
• Go to statepurchasing.doas.ga.gov
• Click on Statewide Card Program/Travel Card
• Employer Policies and Procedures for Travel
• Authorization to travel
• Expense reimbursement procedures
• Others
• Consequences of Misuse Any or all of the
  following
• Cancellation of card
• Termination of employment
• Criminal prosecution

16
Cardholder Responsibilities

• Process travel reimbursement requests (expense
  reports) in a timely manner
• In time to receive reimbursement from your
  employer prior to date payment is due to American
  Express
• Pay full balance due to American Express each
  month
• Any account verified to be 90 days past due will
  be turned off immediately until paid

17
Cardholder Responsibilities

• Maintain documentation for all job-related travel
  expenses for seven (7) years
• Receipts
• Expense reimbursement forms
• Monthly Statements from American Express

18
Supervisory Responsibilities

• Ensure cardholders submit travel reimbursement
  requests in a timely manner
• Review travel reimbursement requests and
  documentation for compliance with State and
  internal policies
• Approve/process reimbursement requests in a
  timely manner to ensure prompt payment
• By Accounts Payable to the cardholder
• By the cardholder to American Express