Travel

Sammy Seahawk

Travel Card

Visa Travel Card

The Visa Travel Card through Bank of America was developed by UNCW to allow the permanent university employee to have a credit card to be used for specific official university travel expenses.

Allowable Charges on Card:

  • Airfare
  • Baggage
  • Lodging (Room Rate & Tax Only)
  • Internet for Business Purpose in Hotel
  • Parking: Airport, Parking Decks/Meters, Hotel Garage (Self-Parking Only. Valet Parking if Self-Parking is not an option-Documentation from hotel website must be included if Valet Parking is only option)
  • Registration
  • Rental Vehicle
  • Fuel for Rental Vehicles Only
  • Tolls
  • Taxi/Shuttle/Car Service Drivers (Uber, Lyft, etc.) (Tips-no more than $5.00 per trip, per State Policy)
  • Train/Subway
  • Ferry/Boat

This card is billed directly to the university. It is the cardholder's responsibility to ensure that all receipts are submitted and all transactions are reconciled monthly. A Chrome River Pre-Approval must be completed and approved before the use of this card. Under no circumstances may this Visa card be used for personal expenses.

When using the Visa Travel Card for lodging in North Carolina, at check-in, please inform the Front Desk Agent that you are paying with a North Carolina State Tax Exempt Credit Card (the tax id # is on the upper right side of the card).  If the lodging establishment refuses to waive the state tax, please indicate this on the folio (hotel invoice) before transmitting to ChromeRiver.

Apply for a Travel Card

Please complete all information on the Travel Card Application located on the Chrome River Homepage (make sure all signatures have been obtained) and email to TravelCard@uncw.edu

The card will be ordered from the bank when the completed application is received.  It generally takes 7-10 business days for the card to be sent to the Travel Office from the bank.  The Cardholder must attend training before the card will be issued.  If the employee is transferring from one department to another department he/she may keep the card but the card information will need to be updated by completing the Travel Card Maintenance and Cancellation Form located on the Chrome River Homepage and emailed to TravelCard@uncw.edu 

Upon termination of employment with the University, the card must be returned to the Travel Office located in the Administrative Annex Building, 2nd Floor, 2046-H. All transactions should be reconciled with receipts before the employee leaves.

To report a lost or stolen credit card, please contact Bank Of America at 1-888-449-2273.

Program Benefits:

  • Reduces the amount of out of pocket money for traveler
  • Allows you to register and pay online for the registration.

Cardholder Responsibilities

  • The Visa Travel Card is issued to the individual and only expenses for that person should be charged to the card.
  • The Visa Travel Card is intended to be used for University travel business related expenses only.
  • A travel pre-approval should be completed and approved before using the card to charge expenses for that trip.
  • All receipts must still meet the documentation standards
  • All transactions must be reconciled by the Cardholder or Designee in Chrome River
  • Resolve disputed and fraudulent charges
  • Handle refunds and credits on the card

Getting Started and Managing Your Card

Once you have applied for the card the Cardholder must attend a Travel Card Training Session before the card is issued.  Visa Travel Card Statements are sent to the designated person selected on the Travel Card Request, either the Cardholder or Designee.

Transactions can be viewed and reconciled as soon as they post to the eWallet in ChromeRiver. 

To get started, please activate and register your Card at 1-888-233-8855.

For additional help and information please see the travel training section or contact Kellie Smith (Chrome River Travel Specialist/Travel Card Administrator): 910-962-7086  Email: smithkr@uncw.edu 

 

Visa Travel Card Deadlines for 2019-2020

Reconciliation Dates

Monthly Statement

Cycle Date

Modification Cut Off Date

July 06/16-07/15 07/22

August

07/16-08/15 08/22
September 08/16-09/15 09/20
October 09/16-10/15 10/22
November 10/16-11/15 11/22
December 11/16-12/15 12/20
January 12/16-01/15 01/22
February 01/16-02/15 02/21

March

02/16-03/15 03/20
April 03/16-04/15 04/22
May 04/16-05/15 05/22
June 05/16-06/15 06/22

June

End of Fiscal Year

 

06/16-TBD TBD

American Express Corporate Card

Bank Of America Visa Customer Service

Dedicated, courteous, and efficient service representatives are available 24 hours a day, 7 days a week, to provide the assistance you may require, including:

  • Questions about Card benefits and services. We can help ensure you're getting the most from your card membership
  • Billing inquiries. Please be sure to have your monthly statement on hand to help expedite your call.
  • Replacement Card requests. If your Card is lost or stolen, a replacement will be issued and delivered to the Travel Office.
Bank of America Customer Service
Additional Information

24 Hour Customer Service

1-888-449-2273
Collect Outside US 1-509-353-6656