TRA 1.17 - Travel - Charge Cards

Responsible Office(s):  Accounting                                                                                            Effective:  June 1, 1995

A.    Purpose.

Explains the American Express Corporate Card Program.

B.    Scope.

Applies to all University departments and activities.

C.    Policy.

1.    General Statement.
In order that personal funds will not be required for official University travel, the University offers American Express Corporate Cards to qualified UNCW employees. American Express Corporate Cards are to be used only for authorized University travel by the card holder.

2.    Participation.
Participation in the American Express Corporate Card Program is voluntary. Participation eligibility is limited to the following employee groups:

- Full-time faculty employees classified as instructors or above.
- Full-time staff employees whose job classification is grade 65 or above.
- Other frequent travelers, as authorized by the Assistant Vice Chancellor for
   Business Affairs-Finance.

3.    Charges/Bills.
Each card holder is responsible for all charges incurred on his/her American Express Card (unless reported as stolen or lost). Monthly statements will be sent from American Express for all items charged to your Corporate Card account. Monthly bills are payable in full to American Express upon receipt. Failure to make timely payment of billed charges may result in recall of the Corporate Card, and the card holder agrees to surrender the card upon request of the University or American Express. The cut-off date for the billing cycle to be used is the 26th of each month. You should receive your statement by approximately the second day of the month following.

4.    Termination of Employment.
If employment is terminated, the card must be returned in person to the Accounting Department, and your Corporate Card account will be closed. Do not send the card through University mail.

5.    Features of the Corporate Card Program include:

- No annual membership fee.
- No preset spending limit.
- $100,000 automatic travel accident insurance.
- $1,250 automatic baggage insurance for carry-on baggage.
- $500 automatic baggage insurance for checked baggage.
- Personal check cashing privileges.

6.    Travelers Check Dispensers.
The Corporate Card does not provide access to the American Express automated travelers check dispensers located in many airports.

7.    Travel Advances.
Travel advances are usually restricted to those employees not eligible for an American Express Corporate Card. (See the policy statement in TRA 1.12 for exceptions to this general rule.)

D.    Procedures.

1.    Acquiring a UNC-Wilmington American Express Card.

a.    Complete the Corporate Card application as shown in the attached example. Applications may be picked up at the Accounting Office.

b.    Sign the application in "Signature of Applicant" space.

c.    Forward the completed application to the Office of the Vice Chancellor for Business Affairs for processing by the University.

2.    Assistance from American Express.
To report lost or stolen cards, billing address changes, and for other assistance you may require, card holders should contact American Express directly at 1-800-528-2122.

3.    Cancellation of Personal American Express Card.
If you have a personal American Express Card and you choose to cancel it, call 1-800-528-4800. Be sure to request a pro-rated refund of your annual fee.