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Section 9: Travel

Travel Cards

Effective Date:

08/15/11

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

05/01/14

For Assistance Contact:

Procard/Travel Card Administration (PTCA)

PURPOSE/SCOPE

UTSA has been authorized by the Texas State Comptroller’s Office to participate in the Citibank® Travel Card Program and issue state authorized travel cards to eligible travelers.

The Corporate Liability Individual Billed Account (CLIBA) and Travel Advance Card (TAC) are UTSA’s preferred payment methods for travel related expenses.

Those authorized to travel on official UTSA business more than three times in one calendar year are strongly encouraged to apply for a CLIBA card.

AUTHORITY

Travel costs are regulated by the following governing authorities. At a minimum, UTSA must meet the rules and requirements set forth by these agencies, although the university may also choose to be more restrictive:

  • State of Texas Travel Regulations Act
  • General Appropriations Act
  • UT System Board of Regents’ Rules and Regulations require institutions to issue travel regulations covering authorization for travel and reimbursement for approved travel
  • Official interpretations of the Travel Act as made by the State Comptroller of Public Accounts
  • Internal Revenue Service regulations (IRC §162 and various rules) stipulate those expenditures that may be treated as non-taxable reimbursements and the corresponding documentation requirements
  • The United States General Services Administration

     


UNIVERSITY GUIDELINES

Table of Contents

A. Overview

The CLIBA card and TAC travel advance cards are issued to eligible travelers to minimize out-of-pocket expenses associated with official UTSA business travel and are administered by Procard/Travel Card Administration (PTCA) and Disbursements and Travel Services (DTS).

Use of the CLIBA card and TAC for charges other than official State business, including personal use, is a direct violation of the State's contract with Citibank, the State of Texas Charge Card Program and Texas Administrative Code §125.8.

In this guideline “Department Manager” means Department Manager or designee.

NOTE: The Central Bill Account (CBA) and Individual Bill Account (IBA) cards have been discontinued and are no longer offered by UTSA.
NOTE: Membership dues to academic groups or clubs are not allowed to be charged on a Travel Card.

1. Travel Advance Card (TAC)

The TAC is a Citibank MasterCard® debit card used for eligible travel purchases and reloaded with funds on a per trip basis (domestic and international travel destinations). The TAC is administered by DTS.

NOTE:The TAC is the preferred default payment method of issuing travel advances in an attempt to limit paper checks and settlement of unused advance funds.

Additional Features:

  • Limited Access: The TAC requires activation and remains active until trip return date.
    NOTE: The TAC can be refreshed for future authorized travel. See Safeguarding and Returning Travel Cards for more information.
  • Embossed Name: The TAC is issued in the traveler's name, as it appears on the Travel Advance Request (TAR) form, if the request is submitted at least 10 business days in advance of the travel departure date.

    NOTE: As a general rule, PTCA and DTS do not issue TAC cards without the traveler’s name embossed on the card. Requests for unembossed TAC cards are treated as an exception, and the department/traveler must contact PTCA/DTS. Departments receive the TAC statement directly from Citibank, as opposed to DTS/PTCA, and should initiate a corresponding payment. See How to Make a Payment for instructions.
  • Credit Limit: Based on the estimated travel expenses as listed on an approved TAR form.
  • Maximum Number of Cards Issued to a Department: Based on the number of employees who have approval to receive a travel advance.
  • Allowable Expenses:
    • Meals and incidental expenses (M&IE)
    • Lodging
    • Transportation
      • Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)
      • Car rental and fuel
      • Airfare
      • Parking and tolls
    • Registration (conference, training course)
    • Other expenses: See Other Expenses, a section of Financial Management Operational Guideline (FMOG) - Travel Reimbursement

      NOTE: The TAC may be requested up to 60 days in advance of the travel departure date to allow the traveler time to confirm or book travel arrangements, for example, lodging and/or airfare.

2. Central Liability Individual Billed Account (CLIBA) Card

The CLIBA card is a credit card issued with the MasterCard® Credit Card logo to be used only for authorized travel expenses pursuant to a cardholder agreement and application.

Additional Features:

  • Unlimited access: After one-time activation by cardholder.

  • Credit Limit: Based on estimated monthly requirements as approved by Financial Affairs.

  • Embossed Name: Issued in the name of an individual, not department.

  • Maximum Number of Cards Issued to a Department: No restrictions, provided the individuals are approved by the Department Manager and accountable for following the responsibilities contained in the cardholder agreement.

  • Allowable Expenses:

    • Lodging

    • Transportation

      • Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)

      • Car rental and fuel

      • Airfare

      • Parking and tolls

    • Registration (conference, training course)

    • Other expenses: for examples see Other Expenses, a section FMOG - Travel Reimbursement

B. Responsibilities

The cardholder is responsible for safeguarding the travel card and account number at all times.

The cardholder must:

  • Not allow anyone else to use the travel card to complete in-person initiated charges and sign receipts.

  • Purchase airfare through the UTSA and UT Systemwide contracted travel agencies (Corporate Travel Planners, Anthony Travel, Inc or Concur).

  • Purchase car rentals through the UTSA and UT Systemwide car rental agencies (Avis/Budget, Enterprise/National or Hertz).

NOTE: Online or telephone initiated charges may be authorized on behalf of other UTSA travelers provided those charges are for official UTSA travel and allowable reimbursable costs. Travel must be authorized in advance by the traveler's supervisor before any charges can be applied to a travel card.

  • Ensure all purchases directly benefit UTSA and are compliant with UTSA, state and federal rules and regulations.

  • Review the monthly travel card statement to assure all charges are authorized and report any unauthorized charges and/or billing errors to Citibank before the payment due date. See Transaction Disputes for more information.

  • Ensure all authorized charges resulting from use of a travel card are paid in full by the 20th of each month, not the payment due date on the TAC or CLIBA card statement.

  • Obtain itemized receipts or other forms of supporting documentation for each purchase as required by FMOG - Travel Reimbursement.

  • If applicable, attend training course to receive a new or reissued CLIBA card.

  • Notify Citibank if a travel card is lost, stolen or damaged. See Lost, Stolen or Damaged Travel Cards for more information.

Department Managers may request the inactivation or cancellation of a travel card within their college/division at any time at their discretion. Department Managers may delegate administrative tasks to individuals within their department, except that the following may not be delegated:

If administrative tasks are delegated, the Department Manager retains primary responsibility for ensuring that transactions are appropriately reviewed, approved, documented and completed in a timely manner. The Department Manager must also ensure that:

  • Sufficient funds are available to pay the travel card balance
  • Payments are processed by the internal deadline to ensure compliance with the Prompt Payment Law

PTCA acts as the travel card program administrator for UTSA and is the primary liaison between UTSA and Citibank. General responsibilities are:

  • Provide training to appropriate administrative staff and cardholders
  • Issue, cancel and replace travel cards
  • Maintain and update cardholder data
  • Assign user access to online Citibank system
  • Process overrides requested by the supervisor/Department Manager for appropriate transactions
  • Process monthly spending limit changes requested by the Department Manager (cannot be delegated)
  • Reconcile bank charges with payments to the bank and verify the payments posted correctly in the bank system
  • Responsible for monitoring card transactions and processing payments to the bank

C. Cardholder Eligibility

Travel cards (TAC and CLIBA cards) may be issued to faculty, staff and student employees - Graduate Research Assistant (GRA) - to pay for allowable expenses while traveling on official UTSA business. There are limited circumstances in which a student employee would be issued a CLIBA card.

NOTE: If travel occurs more than three times per calendar year, it is recommended that a CLIBA card be obtained. A TAC is recommended for eligible travelers that travel three times or less per calendar year.

Students participating in study abroad, national student exchanges, student teaching internships, practicums, observations and those attending athletic events held out of town, including NCAA Division I athletes are eligible for the TAC only if obtained by the Student Advance Responsible Party (see FMOG - Travel Advances).

Prospective employees and prospective students are not eligible for travel cards.

Travel cards are issued in the name of an individual. Departments can have one or many CLIBA cards; however an individual, typically the Department Manager/supervisor, is responsible and required to sign a cardholder agreement, in addition to the cardholder.

For student requirements and eligibility for Travel Advance Cards, see FMOG - Travel Advances and Handbook of Operating Procedures (HOP) 5.18 - Travel or Events that Involve Students and Other Non-Employee Participants.

D. How to Request and Pickup a Travel Card

Travelers may request and pick up a travel card as follows:

  • TAC:
    1. Traveler submits a completed and approved TAR form and selects the TAC as the payment method.
    2. DTS notifies the cardholder when the TAC is available for pickup. The cardholder must pick up the card in-person and provide a valid photo ID and cannot send a proxy.
      1. The TAC is the default preferred payment method. See FMOG - Travel Advances for more information.
      2. The TAC may be requested up to 60 days in advance of the travel departure date to allow the traveler time to confirm or book travel arrangements, for example, lodging and/or airfare. However, travelers must ensure the TAC is paid in full before the 20th of each month after the payment is authorized, regardless of the travel departure or return date.   
      3. Traveler should not exceed the approved travel advance amount or attempt to use the TAC prior to the authorized travel dates listed on the TAR form.
      4. Travelers who are issued TAC cards 60 days in advance of travel departure date to purchase airfare or car rentals must use the UTSA and UT Systemwide contracted travel and car rental agencies
  • CLIBA: Traveler submits a completed and approved CLIBA Cardholder               Application and Agreement Form to PTCA, which includes:
    1. Department name, mailing address and individual contact information: This information is used to mail the credit card billing statement.
    2. Cardholder questionnaire: Used to determine eligibility, credit limit, card access, delegating account inquiry access and identifying a default Cost Center.

PTCA reviews the CLIBA application and notifies the applicant via email if the request has been approved or declined.
If the request is approved, PTCA completes the application process with Citibank and within 10 business days the applicant should receive notice that the card is ready for pickup. See Safeguarding and Returning Travel Cards for more information.
NOTE: The cardholder is also required to attend a training course that is designed to provide information on card usage, security and online access to account information. See Training for more information.

1. Default Cost Center

A default Cost Center must be attached to a CLIBA card to ensure UTSA complies with the Texas Prompt Payment Law.

If a payment in full is not completed in the financial accounting system before the 20th of each month. PTCA remits payment in full using the default Cost Center identified in the CLIBA Cardholder Application and Agreement form.

NOTE: It is the cardholder's responsibility to review the monthly account statement and remit payment in full prior to the payment deadline.

The default Cost Center payment process is completed on an exception basis only. Cardholders must ensure a Non-PO Payment Voucher and Travel Reimbursement/Settlement (TRS) form is completed.

Requests to change an existing default Cost Center must be submitted via a Card Maintenance Request (CMR) form.  The form must be signed by the Department Manager of the new default Cost Center, and the cardholder's Department Manager/supervisor.

E. Safeguarding and Returning Travel Cards

TACs are activated by DTS prior to the trip departure date and remain active until the scheduled return date (as listed on an approved TAR form).

Upon returning from the scheduled trip, the TAC must be secured as follows:

  • Embossed with traveler's name: The cardholder or cardholder’s administrative department or college may retain the card if it will be used by the cardholder for future travel. If the card is not used for future travel, it must be returned to PTCA when submitting the TRS form to settle the travel advance.    See Canceling and Returning Travel Cards.

NOTE: A new TAR form must be submitted for any future use of the TAC. Once approved, the existing TAC is activated prior to the trip departure date.

CLIBA cards must be activated by the cardholder by calling the Citibank toll-free phone number. The cardholder must provide the last four characters of his/her Employee ID to complete the activation process. Once the card is activated, the cardholder may establish a four-digit Personal Identification Number (PIN) to be used in lieu of the Employee ID when calling the Citibank Customer Service for credit card account inquiries. The cardholder must call Citibank to set up the PIN.

Unlike the TAC, the CLIBA card remains active until the expiration date that appears on the card unless the CLIBA is cancelled by the cardholder or department/college. The cardholder must ensure the CLIBA is secure to prevent unauthorized use of the card.

The cardholder or the cardholder's administrative department/college may request that the CLIBA card be temporarily deactivated by completing the CMR form. See Completing the Card Maintenance Request (CMR) Form for more information

  • If a card is no longer in use or there is no longer a future business need, return the CLIBA card to PTCA with the completed CMR Form. See Canceling and Returning Travel Cards for more information.

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F. Credit Card Statements

The credit card statement (CLIBA and/or TAC) details all posted activity for the designated billing period. The statement is mailed to the cardholder's administrative department/college address within five business days of the end of each billing cycle and includes:

  • Statement date, cardholder address
  • Statement total in dollars, itemized charge transactions
  • Discounts
  • Airline ticket numbers for common carrier transactions and class of travel identifier
  • Amount carried over from previous invoice (if applicable)
  • Instructions for handling transaction disputes
  • Citibank Customer Service Center contact information

Cardholders and Department Managers must review the credit card statement upon receipt to ensure:

  • All transactions were made by the cardholder and are listed on the report for the correct amount. See Transaction Disputes for more information on unauthorized or incorrect transactions.
  • All transactions are for UTSA business purposes and are in compliance with UTSA policy.

If the credit card statement contains a credit balance and the cardholder does not intend to travel in the upcoming month, then the cardholder and/or cardholder's department may email the PTCA office to request a refund of the credit balance.

The email must include:

  • Cardholder name
  • Last eight digits of the card number
  • Amount and date of credit
  • Statement that cardholder is not traveling in the upcoming month and requests a refund of the credit balance

G. How to Make a Payment

Travel cards must be paid in full by the 20th of each month to ensure compliance with the Texas Prompt Payment Law. For more information, see FMOG – Texas Prompt Payment Law.
The Citibank Travel Card statement cycle ends the 3rd of every month. UTSA departments receive Citibank Travel Card statements.
CLIBA card payments are initiated by the department as follows:

    1. The cardholder reviews the CLIBA Card statement to ensure all changes represent allowable expenses.

To authorize payment, a Non-PO Payment Voucher must be created in the financial accounting system. For more information on the Non-PO Payment Voucher process, see the PTCA training website.

    1. Departments submit the voucher, CLIBA Card Statement and any corresponding receipts all with other supporting documentation to DTS by the 20th of each month. If the CLIBA Card statement has charges for expenses other than airfare, then receipts for those expenses should also be submitted to DTS. For more information about receipt requirements, see FMOG - Travel Reimbursement.


NOTE: Receipts submitted for payment of the CLIBA card do not need to be resubmitted when the traveler/department finalizes the TRS form for settlement of travel expenses.

For TAC payments, departments initiate payment as follows:

    1. The cardholder reviews the TAC statement to ensure all charges represent allowable expenses.
    2. If travel has not been completed, the traveler's supervisor reviews the statement. If all charges represent allowable expenses, the supervisor approves the statement for payment and submits the statement to the DTS office for processing.

      NOTE: The person who signs the traveler's TRS form is the same person who should sign the Citibank statement. See FMOG - Travel Reimbursement for more information.
    3. If the TAC statement reflects charges for an expense other than airfare, receipts for those expenses must be submitted to DTS.

      NOTE: The traveler/department does not have to resend the same receipts with the TRS form when settling travel expenditures.
    4. The department initiates a Non-PO Voucher for the TAC payment and remits the signed statement and corresponding receipts (if applicable) to DTS.
1. Transaction Disputes

The cardholder must call Citibank upon receipt of the credit card statement and initiate a transaction dispute for any of the following:

  • Unauthorized transactions

  • Billing errors, such as duplicate charges, non-receipt of goods or services, payments not credited for returned goods

  • Quality of goods or services

The cardholder must also complete a UTSA Vendor Dispute form, per the Prompt Payment Act and attach along with the Citibank dispute email confirmation when a payment is submitted for approval. 

For more information, see Disputed Shipments or Invoices, a section of FMOG - Texas Prompt Payment Law.

2. Past Due Accounts

If a payment (Non-PO Payment Voucher) is not received by the payment deadline, PTCA charges the cardholder's specified default Cost Center and notifies the administrative department/college to ensure the cardholder settles their travel expenses via a TRS form.

If the cardholder does not settle his/her travel expenses by the 1st of the following month, PTCA may notify the cardholder's direct supervisor, upper management including the appropriate Vice President/President, and the Department Manager in writing.

H. Requesting Transaction Overrides or Credit Limit Increase

The TAC and CLIBA cards can be used for travel expenses as allowed by Merchant Category Code (MCC) restrictions.

As an exception, PTCA may override TAC and CLIBA card transaction restrictions on a per trip basis. Departments/colleges must submit override requests prior to the trip start date via a CMR form. Departments/colleges may also request that certain MCC restrictions be added to a TAC or CLIBA card via the CMR form. See Completing the Card Maintenance Request (CMR) Form for more information.

CLIBA card credit limit increase requests must be submitted via the CMR form and be approved by the Department Manager and submitted to PTCA for final review and approval. Specify whether the request is temporary or permanent, and include a reason on the CMR form to substantiate the need for an increase. Examples include, but are not limited to, increased individual travel activity during a short-term period or to accommodate travel expenses for an entire department

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I. Canceling and Returning Travel Cards

The cardholder's Department Manager/supervisor must submit a CMR form to PTCA when a TAC or CLIBA card is requested to be cancelled for any of the following reasons:

  • Cardholder no longer requires a travel card
  • Cardholder has transferred to a different department
  • Cardholder is no longer employed by UTSA
  • Travel card is damaged
  • Inappropriate use of travel card
  • Close TAC or CLIBA account
Send cards to be cancelled with CMR form to PTCA.  See Safeguarding and Returning Travel Cards.

The card must be cut in half and submitted with the completed CMR form in-person to PTCA or Fiscal Services (Main or Downtown campus).

PTCA may also cancel TAC or CLIBA cards for non-compliance and notify the Department Manager/supervisor and the cardholder via email

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J. Lost, Stolen or Damaged Travel Cards

If an active TAC or CLIBA card is lost, stolen or damaged, the cardholder must call Citibank immediately. If the travel card is later found, it should be returned to PTCA in-person or by campus mail.

The cardholder may request a replacement card by completing the CMR form. The replacement card will generally be available within 10 business days.

NOTE: CLIBA cardholders are not required to complete another CLIBA Application and Agreement to receive a replacement CLIBA card

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K. Citibank Customer Service and Online Account Access

TAC and CLIBA cardholders can call the Citibank Customer Service Center 24 hours a day, seven days a week at (800)790-7206 or if traveling internationally via collect call at (904)954-7314 for account inquiries including, but not limited to:

  • Balance and payment inquiries
  • Credit availability
  • Decline reasons
  • Security closures
  • Account closures
  • Billing disputes
  • Reporting lost or stolen cards
  • Establishing online statement delivery method
  • Changing an existing PIN

Cardholders must provide the last four characters of their Employee ID or their PIN when calling the Customer Service Center. The PIN is provided by PTCA when the card is picked up. If a PIN has not been established, the user must use the last four characters of the Employee ID.
Citibank also allows CLIBA cardholders the ability to grant inquiry access to their travel card account to another individual, referred to as an Authorized to Inquire (ATI). To add, change or delete an ATI, the cardholder must complete the Citibank Commercial Cards - Add/Change Authorized to Inquire (ATI) Form.
NOTE: ATI access is limited to UTSA employees only.
ATIs, once authorized by Citibank, may call Citibank’s Customer Service Center to perform the following:

  • Account inquiries
  • Request statement copies to be mailed or faxed
  • Place a charge dispute claim
  • Obtain cardholder information

NOTE: ATIs cannot access CitiManager® on behalf of the cardholder.

L.    Access to Travel Card Activity by Administrative Offices and Academic Colleges
Citibank allows UTSA's administrative offices online access to CitiManager® to view credit card activity for all travel cards issued within their respective division/college. This is referred to as being a Program Administrator (Read Only).

  • Executive Area (President and Vice Presidents): Highest level access. The President and each Vice President may delegate access to one or more (maximum of three) individuals to view travel card activity within their division via the CMR form.
  • College/Administrative Area: Dean, Associate/Assistant Dean or Associate/Assistant Vice President  level. Administrators at this level may authorize their fiscal manager and/or delegate (maximum of three) to view travel card activity within their division/college via the CMR form.

The Program Administrator (Read Only) has access to view the following types of travel card activity:

  • Spending by cardholder
  • Available credit, current balance, previous balance and current amount due
  • Disputed amounts
  • Transaction authorizations and declines
  • Daily, cycle and monthly number of transactions
NOTE: Program Administrators (Read Only) cannot call the Citibank Customer Service Center to obtain cardholder transaction information.

M. Training

It is recommended that cardholders attend training upon CLIBA card issuance and renewal (when card expires), or when PTCA announces changes to the Citibank Travel Card Program. At a minimum, all cardholders must certify that they have read and will comply with this guideline. PTCA assists cardholders with accessing and navigating through the Citibank online account system.

Training is also available for Program Administrators (Read Only) to assist with access to the Citibank online account system.

N. Completing the Card Maintenance Request (CMR) Form

The CMR form must be completed for any of the following requests:

  • CLIBA credit limit changes
  • CLIBA default Cost Center changes
  • Card cancellation or temporary deactivation (CLIBA and TAC)
  • Card replacement (CLIBA and TAC)
  • Add/remove international access (CLIBA and TAC)
  • Add/remove MCC Codes (CLIBA and TAC)
The completed and signed form must be sent to PTCA via campus mail, fax, email (scanned copy of original) or in-person for processing. When the requested revisions are made, the requestor will be contacted by PTCA

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DEFINITIONS

Term

Description

Merchant Category Codes (MCC)

A control used to restrict the types of purchases allowed (MCC restricts what cardholders can purchase).

Department Manager

An individual with fiscal responsibility and decision-making authority for UTSA resources who has approval access to commit funding using the institutional financial accounting system.

 

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

    1. Corporate Liability Individual Billed Account (CLIBA) Cardholder Application and Agreement Form
    2. Travel Advance Request (TAR)
    3. Travel Advance Request (TAC)
    4. Travel Reimbursement/Settlement (TRS) form
    5. Card Maintenance Request (CMR)
    6. Citibank® Commercial Cards - Add/Change Authorized to Inquire (ATI)

REVISION HISTORY

Date Description

05/01/14

Updated DEFINE information for transition to PeopleSoft.

05/30/13

Update UTSA Travel Cards FMOG with new System-wide requirements.

06/19/12

03/08/12

Completed correction to Central Liability Individual Billed Account (CLIBA) Card section. Removed Meals and Incidental Expenses (M&IE) as a type of allowable expense for CLIBA cards.

2/28/12

Updates published on 2/28/12 are effective immediately, however, Financial Affairs encourages users to submit comments and/or concerns regarding these updates to financialaffairs@utsa.edu within the next 60 days.

06/13/11

Published new guideline to be effective 08/15/11.


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