Travel Card Manual

Madison College sponsors a business Travel Card program for eligible employees who travel frequently on college business. The intended use is to pay for allowable travel and travel-related expenses including airfare, lodging, car rental, ground transportation, meals[1], conference fees and miscellaneous travel expenses. The Travel Card program is administered by the Purchasing Department in association with the Finance Department.

Benefits of the Madison College Travel Card

·  Streamlined and integrated payment process for claiming travel expenses through the expense reporting system.

·  Provides insurance and travel assistance services in the event of travel emergencies. (See US Bank Travel Card Agreement included with your new Travel Card for details/coverage amounts.)

·  Allows employees to avoid payment for business travel expenses using their personal credit cards.

·  US Bank Rebate Program for Madison College.

The Madison College Travel Card is a corporate liability card. Payment will be issued to US Bank by Madison College for authorized travel-related expenses upon submittal of a completed and approved expense report from the cardholder.

All Madison College official business-travel must be pre-approved by the employee's supervisor in advance of departure. The employee, and the employee’s supervisor, along with any other required approving authority, is responsible for ensuring the travel is appropriate and necessary to the mission, responsibility or duties of the department and the college.

All expense charges must comply with Madison College Travel and Purchasing Policy and Procedures. Any travel funded by external sources, such as grants, must also comply with the granting agency’s rules for travel reimbursement as applicable. The Travel Card may not be used for personal or un-reimbursable expenses.

The cardholder is responsible for repaying Madison College for any non-reimbursable Travel Card charges by the statement due date. Failure to repay charges may result in late fees, interest charges and may result in suspension/revocation of Travel Card privileges, as well as possible disciplinary action up to and including termination of employment.

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Eligibility and Application

The Madison College Travel Card is intended for Madison College staff having a business need to travel one or more times per year. Application requirements are as follows:

·  Understand and agree to comply with all Madison College Travel Policies and Procedures, including those outlined in the Travel Card Manual and US Bank Cardholder Agreement.

·  Complete a Madison College Travel Card Application and Agreement Form and secure required approval. Forward to .

·  Please allow up to two (2) weeks for processing of new Travel Card Applications. You will be contacted by the Travel Card Administrator to schedule and attend mandatory Travel Card training prior to receiving your new card for use.

Travel Card Usage Restrictions and Limits

The Travel Card is intended for use with merchants selling travel-related goods and services such as transportation, lodging and restaurants. Cardholders should be aware that their Travel Card may not be accepted by merchants outside of these categories. Changes to monthly limits can be requested by your Cost Center Manager by emailing the Madison College Travel Card Administrator at . Requests must include a justification for the increase.

Travel Approval Requirements

1.  In-State same-day travel requires approval from your immediate supervisor. You do not need to attach any approval documentation with your Expense Reimbursement Report.

2.  In-State overnight travel requires approval from your immediate supervisor. Approval documentation needs to be attached with your Expense Reimbursement Report.

3.  Out-of-State Travel requires the approval from your immediate supervisor and the Vice President for the area prior to any travel arrangements being made or travel occurs. Approval documentation needs to be attached with your Expense Reimbursement Report.

4.  International travel requires approval of the Madison College President in addition to all other required approvals. Under no circumstances should any travel arrangements and/or promotion of trip be made prior to obtaining all levels of approval. Approval documentation needs to be attached with your Expense Reimbursement Report.

Proper use of the Travel Card (Reimbursable Expenses)

All transactions must be made in compliance with Madison College policies relating to travel expenditures. Please see Madison College Travel Policy for additional detail.

·  Air, rail, bus, taxi, and shuttle transportation

·  Vehicle rentals

·  Meals (if not claiming a per diem). You should not use the travel card if claiming a per diem, as you cannot claim both a per diem and the actual cost of meals.

·  Hotel Accommodations (single room rate) up to the maximum rate established by the US General Services Administration (GSA). If lodging is at the conference site, maximum rates may not apply. Please include conference documentation with your expense report, if claiming a rate higher than GSA maximum.

·  Travel-related incidentals (hotel parking, internet connectivity, business faxes, business phone calls, etc.)

·  Conference reservations

Improper Use of the Travel Card (Non-reimbursable Expenses)

This list should not be considered all inclusive.

·  Meals, if claiming a per diem

·  Personal expenses such as in-room movies, childcare costs, Wi-Fi or kennel costs.

·  Travel Charges for spouses, family members or friends. For example, extra costs for additional person(s) in room.

·  Alcoholic beverages

·  Personal items and services, e.g., toiletries, Laundry, dry cleaning services, clothing

·  Non-business related personal activities like sightseeing tours

·  Payment of traffic citations, parking tickets and other fines

·  Locksmith charges except when rental vehicles experience mechanical issues

·  Taxi or shuttle to/from restaurants or sightseeing

·  Flight insurance, trip insurance, car rental or any other optional insurance related to travel

·  Extra baggage charges for personal items, such as golf clubs, skis, etc.

·  Gifts

·  Late Checkout Charges or Charges for uncancelled reservations

·  Personal Phone Calls

Cardholder Responsibilities

·  Cardholders are expected to exercise good judgement when incurring travel costs.

·  Cardholders are expected to keep their travel cards in a secure location at all times. The only person authorized to use the card is the person to whom it is issued. You are not allowed to loan your travel card to another employee. If you are found to be in non-compliance, your card is subject to suspension or revocation.

·  Cardholders are required to report lost or stolen Travel Cards, as well as report any fraudulent card activity to US Bank at 1-800-344-5696. Cardholders should also notify the Madison College Travel Card Administrator by emailing

·  Cardholders are responsible for preparing and submitting their own expense reports per Madison College policy and procedure for approval by their Authorized Approver by the date due for each statement period. Payment of Travel Card charges will be made to US Bank upon receipt of your completed and approved expense report. Unpaid Travel card balances may result in suspension/revocation of card privileges, wage garnishment and or disciplinary action up to and including termination of employment. Cardholders are responsible for retaining and submitting receipts according to travel and reimbursement policy.

·  The cardholder is responsible for reimbursing Madison College for any personal expense, or other non-reimbursable expense. Failure to repay charges for non-reimbursable expenses may result in late fees, interest charges, suspension/revocation of Travel Card privileges and possible disciplinary action up to and including termination of employment.

·  Cardholder must surrender Travel Card upon request or upon termination of employment or transfer to another Department.

·  Respond in a timely fashion to requests for additional information or to participate in Travel Card audits.

Authorized Approver Responsibilities

·  Review of Travel Card Applications and approve or reject based on business need.

·  Review and approve expense reports to confirm business purpose and reasonableness by due date. Ensure proper accounting for expenses.

·  Ensure that expenses are in compliance with spending limits, departmental budgets and Madison College Travel & Procurement policies.

·  Approve Travel Card Monthly limit changes subsequent to the initial application process.

·  Reclaim cardholder’s Travel card upon termination or transfer from the department and notify the Travel Card Administrator by emailing or call (608) 258-2010.

·  Assist with any Travel Card audits requests related to the Cardholder.

If assistance is required with booking travel, you may utilize the Madison College/State of Wisconsin travel website (www.us.travelctm.com/madison/).

Please contact the Travel Card Administrator in the Purchasing Department with any questions or concerns regarding the Travel Card Program. Call (608) 258-2010 or email .

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[1] Using a Madison College Travel Card for meals is only allowed when not claiming a per diem.