Administrative and Business Practices
Section 1. Eligibility Requirements
- Have active employment status, in good standing
- Have their applications approved by the Senior Business Officer prior to central approval
- Successfully complete an initial training session prior to card pick-up, as well as refresher training at least every 3 years
- Review and sign the cardholder agreement prior to card pick-up
- Remain in good standing with home department
USC staff and faculty are eligible for a Travel Card provided they meet the following criteria:
Section 2. Card Suspension and Cancellation
- The Travel Card has not had any transaction activity for 18 consecutive months
- The Travel Card is currently delinquent (payment is 30 or more days past due) and/or has a recurring history of delinquency
- The cardholder is under investigation by the university for misuse
- The cardholder is transferring to a different department or role within the university, or is leaving the university
USC and the issuing bank reserve the right to suspend or cancel a Travel Card at any time, at their discretion. The most common reasons for card suspension or cancellation are:
Section 3. Proper Use
- Air, rail, bus, taxi, and shuttle transportation
- Car and van reservations and rentals
- Gasoline (for university-owned and business-related rental vehicles)
- Hotel deposits, reservations, guarantees, and accommodations, including those for employees, groups, or university guests
- Incidentals while traveling, including phone calls, faxes, parking, and internet connectivity
- University-business meals (including on-campus locations)
- Conference and membership fees
- Catered events
- Venues for events, such as hotels, conference rooms, and meeting rooms
Use of the Travel Card is authorized for the purchase of local, domestic and international travel and event-related goods and services on behalf of the university. The following is a list of categories for which the Travel Card is recommended:
The Travel Card must not be used for personal expenses, except for incidental retail purchases incurred during travel. Examples of acceptable incidental, non-reimbursable purchases include: hotel movies, hotel laundry, and meals for spouses accompanying the cardholder on university business. If the Travel Card is used for such personal expenses, it is the cardholder's responsibility to remit payment directly to the issuing bank.
Cardholders must not exceed the credit limits that have been set for their Travel Cards and must use their cards in accordance with all university policies, including but not limited to: procurement and expenditure policies, sponsored project policies, and Misappropriation of University Assets policy; and all applicable government laws and regulations. Misuse of the Travel Card may result in disciplinary action up to and including termination of employment.
Section 4. Additional Cardholder Responsibilities
- 4.1 Authorized card users
- The only person authorized to use the Travel Card is the person to whom the Travel Card is issued. Lending or sharing of Travel Cards is prohibited. Cardholders are required to keep their Travel Cards in a secure location at all times.
- 4.2 Individual billing liability
- The Travel Card is an individual billing, corporate liability card. Cardholders are personally responsible for monitoring their account activity, the timely submission of their expense reports (as outlined in Section 6), and paying the personal portion of their bills directly to the issuing bank.
- 4.3 Late fees
- Late fees are not reimbursable and are the Cardholder's personal responsibility. At 60 days past due, the issuing bank will begin assessing late fees and the Travel Card will be suspended until the balance and all fees are paid in full. At 90 days past due, the Travel Card will be closed until the balance and all fees are paid in full, and may not be reinstated.
- 4.4 Returning Travel Card refunds
- A payment made by the university to a cardholder's Travel Card that subsequently results in a refund is the property of the university; the cardholder must contact Corporate Card Services to have the refund requested from the issuing bank and credited back to the appropriate university account.
- 4.5 Duplicate claims
- Cardholders must not submit duplicate claims for Travel Card expenses and must not seek a claim for Travel Card expenses from any other source. Submitting a duplicate claim may lead to disciplinary action up to and including termination.
- 4.6 Transaction disputes, fraudulent charges and lost or stolen cards
- Cardholders are responsible for disputing any questionable charges appearing on their Travel Card statements with the merchant and with the issuing bank within 60 days of the transaction's posting date. Cardholders must immediately contact the issuing bank if their Travel Card is lost or stolen, or if fraudulent activity is detected. Cardholders can be held financially liable for transactions if fraud is not reported within 60 days of the transactions' posting dates.
- 4.7 Transferring departments or leaving the university
- Cardholders must notify the Corporate Card Services when transferring between departments. The Travel Card will be canceled and cardholders requiring a Travel Card for their new position and/or department must apply for a new Travel Card. Cardholders who leave the university or transfer to a department where they are no longer required to have a Travel Card must cancel and shred their Travel Cards and report the cancellation to Corporate Card Services and to the manager of the department that issued the Travel Card. Cardholders are responsible for settling their Travel Card balances before leaving the department and/or university.
- 4.8 Audits
- All Travel Card transactions are subject to review by the cardholder's manager, Senior Business Officer, Corporate Card Services, and internal and external auditors for compliance with university policies and procedures, as well as applicable laws and regulations. Cardholders must fully cooperate with all audit requests.
Section 5. Manager and Senior Business Officer Responsibilities
- Ensuring that Travel Card balances do not become past due
- Promptly reporting a cardholder's departure from the university or department to Corporate Card Services
- Obtaining the card from the departing employee
- Cancelling and shredding the Travel Card if the cardholder has left the university without doing so and reporting cancelled cards to Corporate Card Services
- Settling outstanding balances comprised of official business transactions through expense reports and communicating with the employee before and after termination to ensure that any/all personal portions of the balance are settled and paid to the bank
- Settling an outstanding Travel Card balance if the cardholder has failed to do so and the expense was incurred on behalf of the department
- Fully cooperating during all audits and investigations
- Reporting known or suspected misappropriations to Audit Services
The manager of the cardholder is responsible to review expenses for legitimacy, accuracy, completeness of information and sufficiency of documentation.
The manager and Senior Business Officer are responsible for:
Managers and Senior Business Officers who do not provide adequate oversight of purchases may be subjected to disciplinary action up to and including termination.
Section 6. Processing Expense Reports
- 6.1 Statement requirements
- Cardholders must review their monthly statement charges for accuracy and legitimacy. Each transaction must be supported by a legitimate business purpose and an itemized receipt, according to the university's procurement and expenditure policies. Note that the Travel Card bank statement is not considered a receipt.
- 6.2 Expense report submission
- In order to generate payment, a cardholder must submit completed expense reports to his/her manager. The manager must review the expense reports and approve or reject them. Note that a cardholder may delegate the initiation of an expense report but the cardholder is ultimately responsible for ensuring his/her expense reports are submitted to his/her manager for approval. Additional approvals may be required for missing receipts and certain expenses above a dollar threshold, as detailed in the university's procurement and expenditure policies.
- Travel Card balances must be paid in full before the account is 30 days past due. If the account becomes more than 60 days past due, Travel Cards will be charged non-reimbursable late fees and will be suspended or cancelled, as detailed in Section 4.3. Note that there is a time lag of approximately 7 business days between final approval of expense reports and payment to the bank.
- 6.3 Document retention
- Receipt copies or originals must be maintained within the university's financial system as electronic images. It is the cardholder's and supervisor's responsibility to ensure that scanned receipts are accurate and legible before disposing of them. Receipts for sponsored accounts must comply with the document retention requirements of the sponsoring agency.
Section 7. More Information
Detailed information and procedures for obtaining card are available at the Corporate Card website.
Travel Management and Corporate Card Services
Robert Abeles, Senior Vice President, Finance, and Chief Financial Officer
University of Southern California