My Corporate Card

Introduction

The State of Wisconsin has contracted with US Bank to offer State and University Authorized Travelers a Travel Card as an alternate method of payment for official, state business travel expenses.

The My Corporate Card will become the preferred method of payment for all reimbursable airline tickets, travel agency service fees, hotel rooms, rental cars and other expenses related to official University business when incurred while in travel status.

The My Corporate Card (Personal Liability) provides long-term benefits that cannot be achieved when a personal charge card is used to pay for travel-related expenses. The travel card reporting system will capture state travel information and allow for improved leverage in future contract rate negotiations. Use of the My Corporate Card will also facilitate the functionality of an automated expense reporting system that is currently under development. The system will feature central payment of reimbursable charge card expenses made on the My Corporate Card. See http://www.bussvc.wisc.edu/acct/TEWeb/index.html to learn about the e-Reimbursement project.

The policies and procedures in this document define eligibility, responsibility, and proper card usage. They are designed to ensure that individual travelers and those responsible for supervising cardholders comply with this manual and the State of Wisconsin travel regulations. (For further information on travel regulations, see claims for reimbursement at: http://www.bussvc.wisc.edu/acct/TEWeb/index.html)

Please remember that if you use a My Corporate Card, you do so with an understanding of and under the conditions set forth in these policies and procedures.

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Approved uses of the Travel Card

The Travel Card may only be used for expenses related to official State of Wisconsin business. The Travel Card may only be used for travel and business related expenses while in travel status. The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will be reimbursed).

Typical examples of approved uses of the Travel Card include expenses such as airfare, lodging, car rental, meals, conference or meeting registration and ground transportation when incurred in official state business travel status.

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Prohibited Use of the Travel Card

The Travel Card may not be used for personal expenses.

Any expenses other than those specifically authorized in this policy are not allowed. Use of the Travel Card for personal expenses is not allowed and will lead to cancellation of card privileges and may be cause for disciplinary action.

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Benefits of using the Travel Card

The State of Wisconsin‘s contract makes travel cards available to eligible State of Wisconsin employees on special terms and conditions, including:

  • No annual fees.
  • Non-invasive credit assessment. (Inquiries are not reflected on your personal credit records.)
  • $500,000 common carrier insurance.
  • $1,250 lost or stolen luggage insurance.
  • $1,000 hotel/motel theft insurance.
  • Collision damage or theft insurance up to the full value of the rental car.

Note: All claims must be reported within 20 days from the date of the incident.

In addition, use of a Travel Card benefits the State of Wisconsin as it facilitates verification of travel rule compliance, the collection of travel related data and streamlines reimbursement procedures by providing a single source of payment documentation.

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Card Limits

The cards are set up with a monthly limit of $5,000 which includes a 10% cash allowance. Higher limits may be requested with a letter of justification to the Program Administrator, Yvonne Quamme.

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Eligibility for the Travel Card

To be eligible for a State of Wisconsin Travel Card one must meet the following criteria:

  • Typically travel one or more times per year
  • A University authorized traveler
  • Meet requirements identified by US Bank in its application materials

To apply for a Travel Card, complete the travel card application/agreement form and submit it to the travel card program administrator, Yvonne Quamme, for processing.

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Definition of Responsibilities

DOA – State Bureau of Procurement
  • Issue and update the Travel Card Policies and Procedures Manual;
  • Enforce Travel Card policies and procedures, including revocation of cards as necessary; and
  • Administer the implementation and ongoing support of the Travel Card program.
Agency Travel Card Program Administrators
  • Ensure that all potential cardholders have read and understand the Travel Card Policies and Procedures Manual;
  • Facilitate application process for agency staff;
  • Distribute information and policy updates to cardholders; and
  • Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment or transfer between state agencies.
Supervisors
  • Verify that Applicant travels on official University business.
  • Verify travel expenses submitted for reimbursement for applicability to the trip, accuracy and compliance with State of Wisconsin travel regulations.
Cardholders
  • Follow policies and procedures set forth in Travel Card Policies and Procedures Manual;
  • Promptly pay Travel Card bills in full to avoid late charges;
  • Provide your social security number, a valid address for billing purposes, and notify US Bank of any changes in name, address, or other billing information;
  • Work directly with US Bank to resolve billing disputes;
  • Cancel cards upon termination, suspension, extended leave of absence from employment
  • Report cards lost or stolen.

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Travel Card Payment

US Bank will issue the Travel Card directly to the cardholder. As such, it will be governed by a contract that is solely between US Bank and the cardholder, who is personally responsible for paying all charges on the Travel Card.

The cardholder must pay the card balance in full by the next billing statement regardless of whether reimbursement has been received. Finance fees are assessed by US Bank if the balance becomes 61 days past due.

The University will reimburse travelers in a timely manner for all approved, allowable transactions upon receipt of a complete and properly documented travel expense report which includes original receipts when required. However, as a condition of accepting reimbursement, the traveler agrees to use reimbursement money to pay off charges on the Travel Card.

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Card Termination

A Travel Card may be terminated by the bank, your agency Travel Card program administrator or the DOA – State Bureau of Procurement for reasons including the following:
  • Failure to comply with State of Wisconsin travel regulations;
  • Failure to comply with Travel Card policies and procedures;
  • The account becomes 120 days past due;
  • The cardholder is no longer on the State of Wisconsin payroll (including resignation, extended leave of absence without pay, termination, or retirement);
  • No account activity in over eighteen months.

If an account is terminated for delinquency, dishonored payments, not using reimbursement to pay the card balance, or use of the card for personal charges, the account cannot be reinstated.

Card Cancellation

The My Corporate Card must be cancelled by the cardholder when travel on behalf of the University is no longer required. Contact US Bank Customer service at 1-800-344-5696 to request cancellation. Cards should be cut up prior to disposal.

Account Information

The cardholder's contract with US Bank allows authorized individuals within the State of Wisconsin to access information about the status of payments and charges to the Travel Card. Privacy of personal information will be governed by the cardholder's contract with US Bank.

If the State of Wisconsin were to contract with another financial institution other than US Bank in the future, the information used to open a current Travel Card may be transferred using confidential, secure methods to the new institution to provide continuous service. The policies set forth here would continue to be in effect.

Accessing Account Information Online

Cardholders can access account information via US Bank's web-based electronic management tool, "Access Online". Registration needs to be completed prior to accessing your account information.

Detailed Access Online Instructions

Logon to US Bank Access Online

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Public Records

All documents related to the Travel Card may be fully disclosed as a public record to the extent provided for by the Open Records Law.

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Travel and ExpensesIndex

 


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