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Diners Club Travel Card Member Agreement
Travel Card Request
Generally, the Diners Club Travel Card (Travel Card) is reserved for the
use of authorized staff in Admissions, Athletics and for faculty/staff
participating in Study Abroad programs. An employee can request a Travel
Card from the Accounts Payable Supervisor (Katherine Shockley x36079).
If the request is approved by Accounts Payable, the employee needs to
sign the “Salisbury University Diners Club Travel Card Member Agreement”
and the “Diners Club Cardmember Application.” Both documents require
supervisory approval. The procedures below supplement the aforementioned
Card Member Agreement and Cardmember Application. The cardholder is
required to abide by all of these policies and procedures.
Travel Card Usage
The Salisbury University (SU) Diners Club Travel Card (Travel
Card) is generally used to purchase the following while on
University-related, pre-approved travel or other pre-approved
activities:
1. Transportation
2. Lodging
3. Vehicle rental
4. Meals
5. Educational supplies related to pre-approved travel (Study
Abroad)
6. Other authorized expenses (e.g., food, supplies purchased
locally) related to that pre-approved travel.
The Travel Card may not be used to purchase in-town food, retail
or any other purposes not related to University-related,
pre-approved travel or other pre-approved activities.
Examples of other pre-approved activities include
intercollegiate athletics (e.g., games, pre-season or practices)
and University events (e.g., New Student Experience,
Admissions).
All travel-related services purchased with the Travel Card must
be made in accordance with all applicable State laws and
regulations, including, but not limited to, sponsored grant
terms and conditions; Maryland statutes; the Code of Maryland
Regulations (COMAR); the Diners Club Travel Card Program
Policies and Procedures; the University System of Maryland (USM)
Travel Policy and the SU Travel Policies and Procedures.
The following are examples of unallowable Travel Card purchases
and examples of Travel Card uses that are inconsistent with
University policies and procedures. The list provides some
examples and is not exhaustive.
Examples of Unallowable Purchases
• Personal expenses
• Food while not on University-related, pre-approved travel
• Retail purchases (non-University travel purchases)
• Expenses for spouses, partners, children and others not
involved with SU business
• Airline seat upgrades
• Gift cards
• Gifts of sentiment (i.e., flowers, candy, birthday/retirement
gifts, etc.)
• Books, periodicals, subscriptions, etc.
• Alcoholic beverages
• Services or purchases that exceed delegated authority
• Artificially breaking a single transaction into multiple
transactions to mask a total cost that exceeds delegated
authority
• Payment for travel secured with an agreement or contract that
has not been signed by the SU Procurement
The Travel Card is not to be used by anyone but the cardholder.
When reserving flights for non-SU employees/students, the
cardholder must contact the Accounts Payable Office before the
purchase is made. (A check made payable to Salisbury University
for the full amount of the non-employee’s airfare must be
provided to the University at the time of the purchase.)
When charging meals, the cardholder must stay within per diem
rates. If the expense is over the per diem rate, then the
cardholder must reimburse the University within ten (10)
calendar days of travel conclusion.
The failure to follow established policies and procedures may
result in Travel Card revocation and/or disciplinary action(s)
against the cardholder in accordance with University Human
Resource policies. The cardholder will be responsible for
repaying the University within ten (10) calendar days of travel
conclusion for any unauthorized and/or unsubstantiated Travel
Card charges.
The Travel Card cardholder and the Travel Office are accountable
for ensuring that all Travel Card purchases are properly
approved and documented, and are made in compliance with
University policies, governing law, and applicable regulations.
Travel Transaction/Expense Account
Processing
The cardholder is responsible for ensuring that Travel Card documentation
and receipts are provided in accordance with
Travel Card deadlines and are maintained in accordance with University
policies.
1. Charges made prior to travel (airfares, registrations, hotel
reservations) must be sent to the Travel Office (Kaye Gibbs) within 3
business days and must have a preapproved Out of State Travel form.
2. Within ten (10) calendar days from travel conclusion, the cardholder
must provide the University with an approved State of Maryland Expense
Account and appropriate receipts for all travel-related expenses. An
approved SU requisition is sufficient if the cardholder is making a
purchase (e.g., airfare) for multiple people.
3. Receipts must be original and itemized (i.e., they need to show what
is actually purchased). For example, it is insufficient for a restaurant
receipt to just have a total charge. You need to have the receipt/ticket
that indicates the individual items with prices. If itemized receipts
are not provided and the purchase cannot be substantiated in some other
manner, then the University may seek reimbursement from the cardholder
as noted in 5.
4. The expense account (or requisition) should clearly indicate any
expenses paid using the Travel Card. Please mark DINERS CLUB at the top
of the first page of any paperwork sent to the Travel Office on
purchases.
5. The cardholder must reimburse the University within ten (10) calendar
days of travel conclusion for any unused cash advances and unauthorized
and/or unsubstantiated charges to the Travel Card. The failure to
provide the Expense Account form and related receipts and/or to
reimburse the University by the deadline may result in the immediate
cancellation of the Travel Card and disciplinary action. In the event
the cardholder leaves the University prior to the cardholder fully
reimbursing the University, the University will deduct the outstanding
balance from the last payroll and pursue subsequent collection efforts
in accordance with university and state procedures.
Go to
http://www.salisbury.edu/accountspayable/forms.html for all
travel forms. They are available in form fill.
Travel Card Safekeeping and
Recordkeeping
SU Travel Card cardholders are responsible for
all charges made to their Travel Card and for retaining required records
and receipts for all transactions until they are submitted to Accounts
payable/Travel Office. Cardholders are responsible for securing the
Travel Card and the Travel Card account number.
If a card is cancelled because the cardholder is leaving the University
or no longer needs or requires the card, the Travel Card must be
returned to JoAnne Banks Miffleton in Holloway Hall Room 228
immediately. Any failure to return the Travel Card within the prescribed
timeframe may result in disciplinary action.
Lost/Stolen Cards
and Unauthorized Transactions
In the event the Travel Card is lost or stolen, notify Diners Club and the
SU Travel Card Administrator (Katherine Shockley in Accounts Payable
410-543-6079) Program within twenty four (24) hours of such event. Any
failure to report the loss or theft of the Travel Card within
twenty-four (24) hours of such event shall result in the cardholder
being liable for any unauthorized charges. Also notify Diners Club and
the Travel Card Program upon notice of any unauthorized transactions on
the Travel Card.
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