Travel Card

Individual Bill Accounts (IBA) General Information

Please note- Issuance of the IBA card is based on the individual's credit history.

To be eligible for a state-issued individual corporate travel charge card, the state employee must:

. take, or be expected to take, three (3) or more trips per fiscal year, or
. spend at least $500.00 per fiscal year for official state business travel.

If you feel you need a state-issued individual corporate travel charge card and you qualify under these guidelines, please complete the following application and submit to the UTSA Travel Management Office.

 http://www.window.state.tx.us/procurement/prog/charge-card/TravelIndivApp_02.doc

Liability: The individual whose name appears on the individual corporate travel charge card is liable for all charges applied to the card. The monthly statement will be mailed from JP Morgan to the address which you submit on the application.

NOTE: Individual corporate travel charge cards issued through the State of Texas are to be used for official state business travel expenses only.
Cards will have the official state logo and embossed with the Card member's name, the account number, the state agency or university name, and the assigned code (3-5 digit) number.

Some benefits of the state-issued individual JPMorgan Chase MasterCard:
. No annual fees.

. No minimum salary requirements.
. Credit limits and payment information are not reported to the credit reporting bureaus, thus affecting personal credit history, unless the JPMorgan Chase account is charged off. If a delinquent account is charged off by JPMorgan Chase, then they will report all information to the credit reporting bureaus which will impact an individual's credit history report and the State of Texas rebate program.

. Travel Accident Insurance: Each cardholder who purchases a common carrier ticket with their Commercial Card is automatically insured in the amount of $500,000 against Accidental Bodily Injuries that result in death or dismemberment at no additional cost.
. Lost Luggage Insurance: When a cardholder pays for the cost of common carrier tickets with his/her Commercial Card, he/she will be eligible to receive supplemental reimbursement for lost luggage of up to $1,250.
. Automobile Rental Insurance: JPMorgan Chase also offers primary Collision/Loss Damage Insurance for up to 31 consecutive days of car rental. This insurance covers up to $50,000 per incident on claims for which the cardholder or any other authorized driver are legally responsible to the vehicle rental company. This also includes Secondary Personal Effects Insurance which covers loss, damage or theft of such effects.

Central Bill Account (CBA) General Information

What is the Central Bill Account (CBA)?

The CBA card is issued to the department for airfare and car rental expenses thru one of our approved state contracted vendors.  Only reimbursable official state business travel may be charged to these accounts.   Please remember that employees must be approved to travel prior to travel arrangements being made.  Please know that the CBA account, unlike the Procard, is not tied to a specific define account number for payment processing.

How does our department get a CBA card?

If your department would like to apply for a departmental CBA account, please follow this link to the application. Upon completion of this application, please submit to the Travel Management Office, along with a signed copy of the procedures which indicates that you have read this and understand the payment process for the CBA bills.  A copy of the payment procedures may be found in the travel office public folder.

Application:

http://www.window.state.tx.us/procurement/prog/charge-card/TravelCBAApp_04.doc

Payment procedures:

Public folders, UTSA Forms\Travel Management Office,Travel CBA Card Application and Payment Procedures 

How do we receive our statement?

The statements for the current charges are sent directly to the departments. 

How do I make payments for the CBA card?

Once the statement is received, the departments are responsible for creating a VP2 for payment.  The VP2 cover sheet, CBA statement, RTA’s or appropriate agreements need to be forwarded to travel for final approval.  We encourage the department to keep copies.  These vouchers must reach the travel office by the 5^th of month. 

Please note- you will not see your payment on your statement. 

Why will I not see my payment on my statement?

This type of account bills directly to the state agency on a single consolidated billing statement.  UTSA is set-up with JP Morgan Chase as an “umbrella” account.  All payments are applied directly to the “umbrella” account.  As a result, the statement the department receives, does not reflect any past due balances or the payments processed.

How do I know my payment was processed?

Once the VP2 is created and the cover sheet with appropriate back up is sent to travel, the department should monitor the document for processing.  The assignment of an ‘L’ document number signifies that the voucher has been paid.  If you do not see the ‘L’ document number in DEFINE or on your SOA, you would want to contact travel by phone or email and verify that the voucher was received.

Processing the VP2 for (CBA) Payments

When processing your VP2 please enter the information requested in the following fields:

·        Vendor id 2q8fxcy with MC 040 

·        Check Distribution should be “U” as this vendor is direct deposit

·        Service dates – would be one day after the last statement date through the current statement date

·        The invoice number -XXXXXXXX00001830

·        DTN – the numeric statement date you are paying.

i.e.  if you are paying the September statement, the DTN number would be     

090108, October would be 100108.

·        P.O. number – the last eight digits of your departmental CBA account number. 

 i.e.  your CBA account number is 5567538312345678

 your P.O. number would be 12345678.

Please note, you should combine the ticket price and the agent fee together.  In addition, you may “lump” like object codes/account numbers together.

Object codes

The object codes are the same object codes used for other travel and are as follows:

Multiple vouchers for the same statement

If you need to create multiple vouchers, normally due to account approval routing please:

·        attach a copy of the JP Morgan statement to each voucher

·        attach the proper backup documentation for that particular voucher, i.e., RTA’s, service agreements, etc. to support the partial charges being paid  

·        do not staple the vouchers together 

·        indicate on the front of the voucher, that the payment is being split in multiple vouchers. i.e., 1 or 2, or 1 or 3, etc.

Vouchers are filed by the ‘L’ document number and each voucher needs to be a complete independent document in the event it is selected for audit.

You must submit your VP2 for payment before the 5^th of each month so the payment will be received JP Morgan Chase in a timely manner.

Please contact the Travel Office x4833 should you have any questions.

__________________________________

Responsible Party signature                                              

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Responsible Party printed name and extension                                       

Procedures for using the Travel Management Office CBA Card

When a department does not have a central CBA card to pay for airfare booked thru the University contacted travel agency, the Travel Management Office has a central CBA card that may be used. Only the Travel Management Office has the authority to approve travel on this particular CBA account.

Following are the procedures to use in this case:

1)       The traveler must have an approved VE5/RTA prior to making any   arrangements.

2)       Call the University contracted travel agency and make all the arrangements. They will then e-mail you an itinerary.

3)       E-mail Lupita Reynaga the following information:

a.  Name of the traveler

b.  A copy of the traveler's itinerary

c.  Approved VE5/RTA #, or if it is a student traveling, a copy of the  completed manual RTA. Prospective employees do not require a RTA of any type.

d.   UTSA account number to be charged.

Once the information is received in the Travel Management Office, Lupita will call the appropriate travel agency and give them the Travel Management Office CBA account number.  She will then email the requestor that the travel has been approved.

The CBA card is supplied by JP Morgan Chase Bank, who will then forward the Travel Management Office an invoice for this travel and your UTSA define account number will then be charged.

Please note that we can not use our CBA card to pay for airfare that has been booked via the internet.

Please call Lupita, X4278 should you have any questions.

For more information and How To Apply for a Travel Card

Contact the Travel Office at X4833 in your Travel  Management Office.

UPDATED MARCH 2006

updated 07/23/08

updated 11/10/08