| Once a month, the Travel
Services office processes a Merchant Category Exceptions report to list
charges made with certain vendor types. After these are audited, an email
is given as a warning concerning these charges. It is realized that most
card holders simply were never told of the restrictions and are quite
conscientious when using their Travel Cards. Simply acknowledge the charge
and advise that you understand the nature of the Travel Card and such
charges will not occur again.
Once a second instance of an inappropriate charge is identified on the card statement, a second (and final) warning is generated which must be signed, dated, and returned to the Travel Services office. If there is no response within 10 days, if the warning is not signed and returned within 10 days, or a third occurrence is found, the card will be canceled immediately and a written notice sent to the cardholder.
Charges on the Travel Card are regulated by State rules and are accountable and auditable. Although these are individual liability accounts, they are still State sponsored and subject to State rules.
| After reviewing the accounts
for Travel Cards, we found that very few cardholders had been given the
chance to review and sign the Card Usage Agreement. Many of those accounts
had been carried over from Bank of America and even from American Express
from years ago. To ensure all card holders are aware of the allowable use
of the card and are not caught by surprise, a Card Usage Agreement was
sent by email or campus mail. Cardholders are required to read and have
all signatures filled in order to keep their account open. No personal
information is required beyond a signature indicating the cardholder
agrees to the terms and conditions of the Travel Card and will abide by
The Agreement can be returned to Travel Services either by fax or campus mail once the signatures have been filled. The Cardholder should keep a copy for their own files.