05.190 UNCW Travel Card Program

Vice Chancellor for Business Affairs

Updated January 14, 2025; Effective July 1, 2012; Updated November 1, 2017

Office of State Purchasing; UNC Policy 1300.7.2[R]; NCGS § 143-49; North Carolina Administrative Code Section 01 NCAC 05B .1523; the statewide contract established and maintained by the Division of Purchase and Contract (946A).

• Travel Website
• Travel Guidelines
• Travel Card Guidelines
• OSBM Budget Manual

Controller’s Office

Policy Details:

1. Purpose
   
   The UNCW Travel Card Program (Travel Card or T-Card) provides permanent employees a credit card that is billed directly to the University. These cards are to be used for specified university business travel expenses only. The reconciliation of charges to a Travel Expense Report in Chrome River is required and essential for the success of the program.

   By virtue of G.S. 143-49, the North Carolina Secretary of Administration has the power and authority to establish and maintain a procurement card program for use by State agencies, community colleges, and nonexempted constituent institutions of The University of North Carolina. Pursuant to Section 01 NCAC 05B .1523 of the North Carolina Administrative Code, travel procurement cards (“T-Cards”) are utilized for official use only and shall be used in accordance with applicable state law and with the statewide contract established and maintained by the Division of Purchase and Contract (946A).

   The University has elected to utilize T-Cards in accordance with the law. While T-Cards present an inherent enterprise risk, T-Cards used optimally, with proper compliance management, provide a ready-made and convenient tool for the professionals serving the business needs of the University.

   This policy is designed to protect both T-Card users and the University. It is expected that all T-Card holders and T-Card program administrators, officers, and staff will uphold this policy and applicable state law to the highest degree. This policy aligns with the UNC System Office Regulation 1300.7.2[R] and is designed to uphold compliance with applicable state laws and regulations.

2. Policy
   
   The provision of T-Cards places significant trust in university employees to utilize University resources solely in the best interests of the University. Thus, all purchases on a T-Card shall be strictly for official University business travel. As such, it is expected that University employees authorized to use a T-Card do so in compliance with this policy and applicable state law. Use of the T-Card must be in compliance with existing Office of State Budget and Management (OSBM) travel policies and UNCW travel policies. Use of the T-Card for personal purchases is strictly prohibited and may only be used for legitimate travel expenses for the cardholder.

   Misuse of a T-Card, including but not limited to violation of this policy or applicable state law, or failure to adhere to the terms and conditions of the cardholder agreement, will result in revocation of the T-Card, potential disciplinary action up to termination, and possible filing of criminal charges. In addition, as a condition for use of the T-Card, an employee who is issued a T-Card agrees that the University may direct repayment or withhold from the employee’s paycheck an amount equal to any unauthorized T-Card charges made by the employee.

   T-Card Infractions/Violations will be reported to the Vice Chancellor for Business Affairs, Cardholder Supervisor, Dean of the respective school, Associate Vice Chancellor for Finance, Internal Audit, and the Chief Procurement Officer. Should a cardholder lose card privileges, they may only receive another card with approval of the Vice Chancellor for Business Affairs.

3. Procedures

   1. Authorizing a T-Card.

      1. Eligible Cardholders. A T-Card may be made available to an eligible University employee in all University departments or units upon approval by his or her Supervisor, Budget Authority, and the T-Card Administrator. A T-Card shall only be issued to a permanent employee who travels on behalf of the University on a recurring basis. An exception to this requirement may be granted by the Chief Procurement Officer or his or her designee for special circumstances. Such exceptions must be documented in writing.3 Exceptions may include temporary employees who travel on behalf of the University as required by their position on a recurring basis with an approved business need.

      2. All T-Cards shall show the University name, cardholder, the state seal or University logo, and indicate they are for official use only.

      3. T-Card Application, Training, and Agreement. All T-Card applicants must complete a T-Card application, a T-Card usage training session, and a T-Card holder agreement, outlining the terms and conditions of T-Card authorization and usage (“Agreement”) prior to issuance and usage of a T-Card.

   2. Appropriate use of the T-Card.

      1. Use of a T-Card is restricted to the authorized T-Card holder. Delegation of T-Card use is not allowed.

      2. T-Card use is a standard business practice designed to ease expense tracking and remove the financial liability for individual travelers. These cards are to be used for specific university business travel expenses (see Travel Card Guidelines) and must be supported with the appropriate documentation.

      3. T-Card holders and Chrome River department delegates shall complete T-Card training at least every other year. Additional training may be required based on roles, infractions, and card activity.

4. Personnel

   The Chancellor is responsible for ensuring the University has adequate personnel to administer and monitor the T-Card program. Rebates to the University as a result of T-Card activity shall be prioritized to support these staffing costs.

   1. T-Card Program Administrator. The Vice Chancellor for Business Affairs or his or her designee shall designate a T-Card Program Administrator for the University (“Administrator”). The Administrator is responsible for implementing the T-Card program, the requirements of this policy, and the requirements in each T-Card holder Agreement. Responsibilities. The T-Card Program Administrator shall, at a minimum:

      1. Receive and review T-Card holder applications;

      2. Review transaction limit exceptions for disposition by the Chief Procurement Officer or his or her designee;

      3. Ensure transaction limit and merchant category code controls are activated;

      4. Review payments of monthly T-Card bills;

      5. Enforce T-Card holder terms and conditions; and

      6. Ensure T-Cards are deactivated for T-Card holders who no longer meet the requirements of this policy, their cardholder Agreement, or applicable state law.

      7. Transaction Limits. The Administrator, in consultation with the University’s Vice Chancellor for Business Affairs, shall establish transaction limits for T-Cards in accordance with applicable law. Transaction limits for each T-Card shall not exceed $5,000 per transaction and $10,000 per month unless an exception is approved, in writing, by the Chief Procurement Officer or his or her designee.

   2. Department Reconciliation Staff. The Vice Chancellor for Business Affairs or his or her designee shall ensure the University has Department Reconciliation Staff (“Reconcilers”) to review, reconcile, and approve T-Card expenditures within thirty days of the conclusion of applicable travel.

      1. The Reconcilers shall, at a minimum, be responsible for ensuring they have received supporting documentation for each transaction, each transaction has been made pursuant to this policy and state law, and that any discrepancies are pursued immediately.

      2. Discrepancies reviewed by Reconcilers may include but are not limited to failure to receive the goods or services purchased, fraud or misuse, altered charges, duplicate charges, and incorrect amounts.

   3. Delegations. The University shall document in writing any delegations of authority. Any such delegations shall be included in the Audit report pursuant to Section V of this policy.

   4. Personnel training. At a minimum, T-Card Program Personnel, including the Administrator and Reconcilers, shall complete T-Card training every other year. Further training or certifications may be considered based on University needs.

5. UNCW Guidelines

   This policy outlines the overall T-Card responsibilities as prescribed by the UNC System Regulation 1300.7.2[R]. Additional UNCW guidelines are either included below or within separate UNCW Travel Card Guidelines.

   1. Cardholders should reconcile charges in the Chrome River Travel system within 10 business days of the transaction date and upload the receipts and any applicable documentation required per the UNCW Travel Card Guidelines. Failure to submit transactions timely will result in a compliance violation.

   2. Chrome River department delegates must also complete the T-Card training. Department delegates and approvers must ensure the appropriate account has been charged for the applicable travel expense and that the expense is compliant to this policy, OSBM Travel Policies, and UNCW Travel Policies.

   3. For use of the T-Card for Student Group Meals while in travel status, prior approval must be obtained from the Direct Pay and Travel Payments Manager via email.

6. Audit Oversight

   The University Chief Audit Officer shall evaluate compliance with this policy, the UNC System Office Regulation 1300.7.2[R], and state law as it relates to the use of T-Cards. The Chief Audit Officer, or his or her designee, shall report the findings of their T-Card program compliance to the University’s Board of Trustees’ Audit, Risk and Compliance Committee on at least an annual basis. Inclusive of this review and report, the Chief Audit Officer, along with the Chief Procurement Officer or his or her designee, shall review the list of the University’s active T-Card holders at least once a year.

   Additionally, the University T-Card program can be subject to review by the Department of Administration, Division of Purchase and Contract.

7. Certification

   The Chancellor, Vice Chancellor for Business Affairs, and Chief Procurement Officer shall certify the University compliance with the UNC System Office Regulation 1300.7.2[R] by January 31, 2025, and again on or before January 31 annually thereafter. The UNC System Office President may, from time to time, in his or her discretion, impose further requirements on an institution’s T-Card program, particularly when an institution fails to uphold the standards outlined within the regulation.

8. Relation to State Laws

   This policy as adopted by the university supplements, and does not supplant or modify, those statutory enactments, regulations, and policies which may govern the activities of public officials.

9. North Carolina Sales Tax

   Cardholders shall make every effort to ensure North Carolina Sales Tax is not applied to any travel expenses. Cardholders should request to have any North Carolina Sales Tax removed from any travel expense. Cardholders shall have access to the UNCW Sales Tax Exemption Certificate to present to vendors for removal of North Carolina Sales Tax.

10. Policy Updates

    At a minimum, this policy shall be reviewed annually by the Vice Chancellor for Business Affairs, Associate Vice Chancellor for Finance, and Chief Procurement Officer or his or her designee, making revisions as needed. This policy will be updated to reflect any changes in state laws, OSBM Travel Policies, or UNC System Office regulations to ensure continued compliance.