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Authorize University employees to obtain corporate travel card. Approve card application for employees in their unit who are traveling on University business.

Approvers are determined by the DeptID used on the ChartField string of a transaction, based on EFS department approval delegation. (A cardholder may NOT approve their own transactions.)

• Review and take appropriate action on travel card activity (Expense Report).
• Ensure documents are consistent with department and University policy and procedures.
• Determine the transactions' propriety, accuracy, and compliance.
• Ensure the appropriate ChartField string is used.

• Manage the procurement and travel card programs for the University of Minnesota.
• Act as program liaison between provider bank and University units and departments.
• Represent the program to the University community and outside agencies.
• Have detailed knowledge about associated University financial policies and procedures.
• Promote card program awareness and appropriate utilization.
• Develop and maintain University-wide procurement and travel card policy and procedures.
• Ensure monitoring and follow through of reconciled statements and supporting documentation.
• Reconcile and submit monthly payment to provider bank.

• Activate and maintain the card in a secure manner.
• Ensure purchases are allowable according to University policies and procedures, department policies and procedures, and if on sponsored funds, sponsoring agency guidelines.
• Take action to resolve disputed items (bank requires resolution within 60 days of transaction date) or returns in a timely manner. Ensure that credit or resolution has occurred.
• Report immediately any lost or stolen cards to the bank (1-800-344-5696) and Purchasing Services (pcard@umn.edu).
• Return travel card to DCA upon termination of employment.
• If transferring to a different department, alert new unit administrative director that cardholder already has a travel card.

Review and take appropriate action on travel card activity charged to a sponsored ChartField string. http://www.research.umn.edu/regulations/sproles.html (select Certified Approver)

The Chief Financial Manager (CFM) for each college or administrative unit has been delegated oversight responsibility and monitoring for violations. CFMs may delegate responsibility for managing travel card activity and suspending and canceling cards. CFMs may also require the use of a travel card and have discretion to consider employee requests for an exception to this policy.

Primary contact for this policy and administers the Travel Card program. Grants exceptions to policy in situations where one is allowed and requested by a CFM.

• Develop department procedures regarding card program and provide assistance within the department.
• Act as a liaison between Program Administrator and cardholder.

• Process applications
• Receive and distribute replacement cards.
• Serve as primary contact for communications from the Purchasing Services regarding missing Expense Reports, audit compliance memos, etc.
• Request changes to transaction limits.

• Notify Program Administrator in writing or email of employee name or address changes, department transfers, card cancellations, and lost or stolen cards.
• Maintain current knowledge of University of Minnesota Procurement and Travel Card policies and procedures.

• Produce procurement cards.
• Generate University billing.
• Replace lost/stolen cards.
• Monitor and follow up on activity for fraud.