Jump to other news and events
Purdue signature

Purdue University Visa Travel Card Manual

What You Need to Know

What You Need to Do

 

General Information – What You Need to Know

Introduction

Purdue University has contracted with JP Morgan Chase to offer faculty and staff Travel Cards as a payment method for procuring travel and travel related services required for the conduct of University business.

The Travel Card is a University liability Visa card, issued through and supported by JP Morgan Chase.

Purchasing Card Operations, a unit with Procurement Services – Accounts Payable, administers the program and may be reached via e-mail at tcard@purdue.edu.

Benefits of Using the Card

  • Reduced out of pocket expenses
  • ATM Cash Advance availability while in travel status
  • Emergency Evacuation Assistance Services1
  • Insurance2
    • Worldwide Travel Accident Insurance $500,000
    • Common Carrier Baggage Reimbursement $1,250
    • Rental Car Collision Damage Waiver
    • Hotel/Motel Burglary Reimbursement $1,000

Approved Uses of the Card

The Purdue Corporate Travel Card may be used for travel related expenditures incurred for the purposes of conducting University business.  Typical purchases on the card include:

  • Airfare
  • Lodging
  • Car Rental, including related gasoline and other expenses
  • Registration
  • Parking
  • Ground Transportation
  • Meals -- Meals are an allowable business expense and may be charged to the Visa Travel Card while in travel status.  These items are non-reimbursable and should be charged to “Meal Expense” and marked “personal” on an Expense Report and will not be reimbursed.  Meals that will NOT be reimbursed may include alcohol.   The reimbursement will be for the appropriate per diem.
  • Cash Advance

1Purdue University provides primary coverage for emergency evacuation assistance for international travel through Risk Management.  See Risk Management, International Travel Medical/Evacuation Insurance Coverage.  This card benefit provides coverage for domestic incidents. See “Your Guide to Benefits Package” pamphlet for coverage information.

2See “Your Guide to Benefits Package” pamphlet for coverage information.

ATM Cash Advance Guidelines

Cash advances are allowed on the Visa Travel Card through an ATM.  Advances must not exceed the amount of the anticipated expenses and are limited to $500 per cycle (approximately 30 days).  These transactions and the associated charges will appear on your “My Concur” home page as Travel Card charges to be reconciled on an expense report.  Unused portions of cash advances will be collected either by reducing the reimbursement payment of the expense report, or by payroll deduction from the cardholder’s next payroll.  Cash advances are allow on the travel card only while you are in travel statue, or within two days of an official University business trip.

Prohibited Uses of the Card

The Travel Card is NOT intended for personal use.   Misuse of the card will be monitored by the PCO and tracked by a “Point” system on a rolling two-year schedule.  Points will be assigned for each event of misuse, and when a cardholder reaches 200 points, the card will be suspended for a minimum of six months.  If patterns of misuse emerge, points will be assigned for habitual misuse of the card.  When violations occur and are recorded in the monitoring system, a letter will be sent to the cardholder, the Business Office, and the approver of the original application.  Violations include, but are not limited to:

  • Cash advance while NOT in travel status, and not within 2 days prior to business trip (Cash Advance capability turned off and 50 points)
  • Inappropriate use (or abuse) of cash advance (25 points)
    • Consistently receiving more cash than necessary to perform University business
    • Using cash advance for charges that should be made via the travel card
  • ANY charges while not in travel status, and not related to an approved University Business trip (First time = 25 points; 50 points each time thereafter)
  • Allowing someone else (co-worker, friend, family member) to make purchases on the card (200 points)
    • All purchases on the Purdue Visa Travel Card must be made by the cardholder or by the cardholder’s delegate through the Concur Travel system.
  • Payment of travel expenses for non-business travel, or travel for family members and friends (100 points)
  • Payment for insurance, including car rental, lost baggage and travel related coverage (First time = 25 points; 50 points each time thereafter)

Once a card has been suspended, the cardholder must reapply for a new card at the end of the suspension period, and must go through Travel Card training (at the time of reapplication even if taken before).

NOTE:  Poor management of the card may result in revocation of cardholder privileges.
Fr
audulent or intentional misuse of the card will result in revocation of the card, and may result in   restitution, criminal charges, and/or termination of employment.

Card Configuration and Cycle Limits

One of the benefits of a corporate card program is that restrictions may be placed on any card.  A “billing cycle” (referred to simply as ‘cycle’) is approximately 30 calendar days, and will begin on the 25th of each month and end on the 24th of the next month.  Dollar limits can be set by transaction or by cycle and the number of transactions can be limited by day or by cycle.  In addition, certain types of vendors may be excluded from card use.  For example:  Motorcycle dealers, snowmobile dealers and jewelry stores have been excluded from use on the Purdue University Visa Travel Card.  If the card is presented to any of these merchants, the transaction will be declined.  If there is a question when a transaction has been declined, contact the Bank’s customer service at the number indicated on the card.   There will be no transaction limit on travel related charges, however the cycle limits will be determined as follows:

Cards will be coded with a cycle limit based on the traveler’s needs.

  • Tier 1 - $1:  Very Infrequent traveler, raise limits temporarily when necessary
  • Tier 2 - $5,000:  Infrequent traveler, domestic only
  • Tier 3 - $10,000:  Moderate traveler, domestic and some foreign
  • Tier 4 - $ Varies:  Supertraveler, based on need and calculated based on travelers spend history

Cycle limits may be lowered in order to further protect the card from fraud, or may be increased to accommodate a travelers needs while in travel status.  Increases may be requested on a permanent or temporary basis.   Business Offices will have access to PaymentNet to view transactions, balances, and cycle limits in order to assist in the management of the card.  For instructions on changing cycle limits, see “Changing Cycle Limits” below.

Card Security

The individual whose name appears on the card bears the responsibility for purchases charged to the card, and the card must only be used by the cardholder.

It is imperative to secure and protect the Purdue University Visa Travel Card at all times.   See Appendix S – Best Practices for Cardholders – JPMorgan Tips to Keep Your Card and Account Secure

General Cardholder Instructions – What You Need to Do

Obtaining a Card

Purdue Visa Travel Cards are available to any University employee who will incur expenses related to business travel.  To apply for the card:

  • Complete and sign the Appendix N - Purdue University Visa Travel Card Agreement/Application and Financial Liability Agreement
    • The agreement must have the signature of the Department Business Manager and the respective Dean, Director, or Department Head.  They will establish dollar limits and transaction limits for the card.
  • Forward original signed application forms to your Departmental Business Office, who will finalize and forward to Purchasing Card Operations (PCO), Freehafer Hall.
  • PCO will request the card from the bank, and notify the cardholder when it is available to be picked up, usually about 7 days after the request is received.  For an additional fee, cards may be “RUSHED” and received in 2 business days.
  • The cardholder and business office personnel, who support the cardholder, should then arrange to participate in training.
  • For the first-time issuance of a card, the cardholder must pick up the card in person, and sign for its receipt.  Photo ID is required.
Expectation for Use of the Visa Travel Cards
  • All cardholders are required to review the Visa Travel Card Training documentation at www.purdue.edu/webcert
  • Cardholders are responsible for ensuring that all charges on the card comply with University policy, and are properly itemized, supported by a business purpose, and submitted via the Concur Travel system.
  • Proper approvals must be obtained, where necessary, before travel arrangements are made and paid for by the card.
  • The billing cycle ends on the 25th day of each month.  Payment to the bank will be made once per month.  To ensure timely payment to the Bank for your charges, travel reimbursement requests should be made within 30 days of the end of the trip.
Account Management

Transaction detail is received from the Bank on a daily basis in electronic format and is visible to the traveler or delegate under the “Available Company Card Charges” section on the My Concur page.  These transactions must be moved to an expense reimbursement request as soon as possible.   To ensure timely reconciliation of bank charges, expense reports and receipts must be received in the Travel Office within 30 days of the trip.

The Purdue Visa Travel Card is a Corporate Liability, Central Bill/Central Pay card.  Any charges not reimbursable by Purdue University are the responsibility of the cardholder, and will be Payroll Deducted when there is an amount due to the University.

Proper documentation for charges made with the Visa Travel Card is the same for any other travel expense.

NOTE:  Within the Concur Travel system, “Smart” receipts meet the documentation requirements.

Changing Cycle Limits

Cycle limits may be lowered in order to further protect the card from fraud, or may be increased to accommodate a travelers needs while in travel status.  Increases may be requested on a permanent or temporary basis.

To temporarily change a cycle limit on a Travel Card, complete the PCard/TCard Temporary Increase Request online form

For a permanent cycle limit change, complete an Appendix T, Request for Change to Travel Card and forward to Purchasing Card Operations.

Cycle changes will be made within 24 hours of the request.

Canceling a Card

For immediate cancellation, call JP Morgan Chase at the number on the back of the card. In addition, send an email to tcard@purdue.edu to notify Purchasing Card Operations of the situation. To cancel a card, complete an Appendix T, Request for Change to Travel Card form and send to PCO (Purchasing Card Operations), shred and dispose of card.  The original Cardholder Agreement Form (on file in FREH) will be signed by PCO staff to record proof of the card return.

Lost or Stolen Card

If your Visa Travel Card is lost or stolen, immediately notify:

  • JP Morgan Chase (800-316-6056).  This number can be used 24 hours/day, 365 days/year.
  • Notify PCO staff via email at tcard@purdue.edu.  Advise if you will need a replacement card.
  • PCO will notify appropriate authorities, if required.
  • Card replacement will take 3-5 business days if requested directly from JP Morgan Chase.

NOTE:  If you need to contact Chase directly, you may be asked to provide the last 4 digits of your SSN and/or your mother’s maiden name.  For the purpose of this card, use the last 4 digits of your PUID in place of the SSN.  This information was collected on the Visa Travel Card Agreement when the card was requested.

Erroneous Charges and Disputed Items

If erroneous charges appear on your card, contact the merchant first.  Most erroneous charges are resolved directly with the merchant.  If unable to reach an agreement with the merchant, contact:

  • JP Morgan Chase (800-316-6056).  This number can be used 24 hours/day, 365 days/year.
  • Complete a dispute form within 60 days of the transaction.
  • Notify PCO staff via email at tcard@purdue.edu.  Advise if you will need a replacement card.
  • PCO will notify appropriate authorities, if required.
  • Card replacement will take 3-5 business days when requested directly from JP Morgan Chase.

NOTE:  If you need to contact Chase directly, you may be asked to provide the last 4 digits of your SSN and/or your mother’s maiden name.  For the purpose of this card, use the last 4 digits of your PUID in place of the SSN.  This information was collected on the Visa Travel Card Agreement when the card was requested.

Fraudulent Charges

If fraudulent charges appear on your card, immediately contact:

  • JP Morgan Chase (800-316-6056).  This number can be used 24 hours/day, 365 days/year.
  • Complete a dispute form within 60 days of the transaction.
  • Notify PCO staff via email at tcard@purdue.edu.  Advise if you will need a replacement card.
  • PCO will notify appropriate authorities, if required.
  • Card replacement will take 3-5 business days when requested directly from JP Morgan Chase.

NOTE:  If you need to contact Chase directly, you may be asked to provide the last 4 digits of your SSN and/or your mother’s maiden name.  For the purpose of this card, use the last 4 digits of your PUID in place of the SSN.  This information was collected on the Visa Travel Card Agreement when the card was requested.

Cardholder Employment Termination

Upon termination of employment of a cardholder, the Department Business Manager must make sure that Purchasing Card Operations is notified of the termination for card cancellation. Complete an Appendix T, Request for Change to Travel Card and send to Purchasing Card Operations in FREH. The Purchasing Card must then be cut up or destroyed; this can be done by the department requesting the cancellation.