US Bank Corporate Travel Card

Is the US Bank Corporate Travel Card program in any way associated with the UW System’s procurement card program?

The UW System’s procurement card and travel card are two separate and unique products from US Bank. The procurement card is designed for purchase of products and non-travel related services. The travel card is to be used only for business travel related expenses.

Why is it important to use the US Bank Corporate Travel Card when I travel?

At $50 million annually, travel is UW System’s fourth largest controllable operating expense and, for this reason, most organizations with our travel volume utilize a corporate card program. The charges you make are captured in a database from which the UW System Travel Office can compile customized reports to negotiate favorable rates with hotels, car rental companies and other travel vendors.

Who is eligible to apply for the US Bank Corporate Travel Card?

Any current UW System permanent, project or LTE status employee is eligible. However, a card should only be obtained if the employee typically travels for business at least once a year. Non-employees and students are not eligible to apply for the US Bank Corporate Travel Card.

Are students allowed to use their own personal credit cards or cash since we do not allow them access to a travel and/or purchasing card?

Only employees may have the state’s travel and/or purchasing card issued to them. Students may not have a card(s) issued to them; however, when state funds or funds passing through state or university accounts are used for student airline tickets, travel agency service fees, lodging and card rental, use of a travel or purchasing card is mandatory. Students may never carry someone else’s travel or purchasing card. Only the employee named on the card may carry the card(s). Student personal credit cards or cash may be used for charges other than those stated here.

Are there spending limits of any kind?

The typical credit limit on each card is $3,500. Because it may be necessary for travelers to make occasional supply type purchases while in travel status, retail spend up to a limit of 10% of credit limit (typically $350) is authorized for each cycle.

What if I need to exceed the retail or credit limit on my card?

Your UW program administrator will have the capability, where warranted, to change authorized limits on your travel card. Note: This will not be routinely done. Adequate documentation and justification will be necessary to increase a limit. If you should attempt to exceed these limits, it will be necessary to obtain approval from your program administrator for that purchase.

Why is the retail limit only 10% of the total credit limit?

Because this program is a true T & E program. It is unlikely that travelers should have to make retail (non travel-related) purchases totaling more than 10% of the total credit limit per month. For rare occasions where that occurs such as for payment of registration fees, the Institution Program Administrator can request an increase.

Is there an annual fee for the Travel Card?

There is no annual fee associated with the card.

May I use my US Bank Corporate Travel Card for personal purchases?

The US Bank Corporate Travel Card is an employee benefit designed to ease the travel burden for employees, eliminate travel advances and, from report driven spending information, enable the UW System to negotiate favorable contracts with other travel vendors.  Accordingly, it should be used for ALL UW business-related travel but NOT for personal travel or personal retail expenditures.

There is a privacy concern with DOA monitoring travel card activity. Will they have access to individual credit card activity and information, or just summary level information for all the travel cards for the Institution?

DOA, the State Controller’s Office, and each University travel card program administrator will have access to each cardholder’s charge and payment data as they have responsibility for cardholder policy and payment compliance. They will not have access to the cardholder’s credit history.

May I use my card if my travel is UW business-related but not entirely reimbursed by the UW or includes some personal travel?

It may then be used.

Why does the University of Wisconsin System appear on the front of the card?

The University of Wisconsin System chose to have its name on the card to provide name recognition and emphasize that the card is to be used for all business-related travel. In addition, it was thought that having the UW presence on the card would help with employe identification to enhance the ability to obtain travel related discounts negotiated by the UW System and the Big 10.

Am I allowed to retain my Travel Card after I leave UW employment?

No. It is your responsibility to cut up and return your card to US Bank or your institution program administrator before you terminate employment.

How do I apply for a US Bank Corporate Travel Card?

To apply for a Corporate travel card using the automated application tool, click here.  This will automatically route your application to your institution’s appropriate approval channels.   You may also fill out a paper Travel Card Application docx  and Travel Card User Agreement pdf , have it signed by your supervisor, and forward the completed documents to your Travel Card Program Administrator.

What if I have bad credit? Will I be able to secure a Purchasing or Travel Card?

The Purchasing Card is a state liability card so your credit rating is not applicable. The credit check for state employees applying for the Travel Card is non-invasive per our contract with the bank. Therefore, all employees that apply for a Travel Card should receive one. However, should you fall behind on payments to the bank, the card could be cancelled.

What is an internal credit scoring inquiry?

US Bank maintains an internal database that is used to alert them to potential delinquencies; no external credit checks are performed.

How long will it take to obtain my card after I have applied and been approved?

Approximately 8 to 10 calendar days.

Is my account ready to use when I receive my card?

No. You will need to call US Bank at the 1-800 number on the front of the card to activate the travel card.

When I call in to activate my card, what questions do I ask?

When activating the card, an automated system will prompt you for the billing zip code and the last four digits of your social security number. If you elect to transfer to a Customer Service Representative, they may use billing address or business phone for further verification.

What are some of the cardholder benefits?

Cardholder benefits include: $250,000 common carrier travel insurance, lost or stolen luggage insurance, hotel theft insurance, full value primary auto collision/loss damage waiver insurance, and access to cash at ATM machines worldwide. For further information, please refer to the US Bank brochure that will be mailed with your travel card. Note: Any fees associated with emergency card replacement are the responsibility of the employee and are not reimbursable.

Does the US Bank Corporate Travel Card provide car rental insurance coverage?

US Bank’s Corporate Travel Card provides you with primary Collision and Loss Damage Insurance when you rent a car for 31 days or less. For details on benefits, refer to the VISA Commercial Card Benefits Package which will be mailed to each cardholder. Note: The UW System also has primary collision insurance with its contract car rental vendors for most domestic rentals and some foreign rentals. If it should be necessary to rent for business reasons from a noncontract vendor, payment with your US Bank Corporate Travel Card is recommended, as it will negate the need to purchase the collision insurance.

What if I buy my airline tickets well in advance of travel and don’t want to put the cost for them on my card?

Your institution or department will have the opportunity to establish a Central Travel Account through US Bank with our contract travel agencies to permit direct payment of airfare. When you purchase an airline ticket, the cost for the ticket will be charged to that entity, not to your travel card. You will still indicate the amount of your airfare on your travel expense report in the direct-billed column but will not claim reimbursement. Contact your Travel Card Administrator for more information

Is there travel accident insurance coverage?

US Bank Visa cards have $250,000 travel accident coverage on the date your credit card is issued. You become covered automatically on a common carrier when your airfare is charged to your card or to the UW’s central billing account.

Can I designate a beneficiary for the travel accident insurance?

No. Benefits are paid to the first surviving of your spouse, children, parents, siblings, or to your estate.

Does the card provide lost or damaged luggage protection?

US Bank provides $1,250 lost/damaged secondary coverage when the common carrier ticket is charged to your US Bank Corporate Travel Card or centrally-billed account.

How does the new card affect my membership in car rental clubs such as Emerald Club or existing profiles with travel agencies?

You will need to update your records with those entities so their files show your US Bank Corporate Travel Card number as your payment mechanism. Your membership numbers and privileges will not be affected.

Can I access cash through my US Bank Corporate Travel Card?

Cash up to 10% of total credit limit can be accessed at ATMs worldwide.

Is there a limit to the frequency with which I can obtain cash?

ATM access is limited to a total of 10% of total credit limit during a one-month period starting and ending on the 23rd of each month.

What are the charges relating to the access of cash?

The greater of a 2% administrative fee or $2.00 per transaction will be charged to cardholder for accessing cash through an ATM. It will appear on the cardholder statement. In addition, a fee may be assessed by the bank owning the ATM.

Example: A cardholder utilizes an ATM to access a cash advance of $100 for his/her business trip. The cardholder will be billed 2% ($2.00) on their statement for the cash advance fee.

To minimize the fees associated with cash advances, employees should only withdraw the anticipated cash needed for a business trip. Your US Bank Corporate Travel Card should be used whenever possible.

On cash advance, what are the fees? Are these fees reimbursable?

The fees are 2% of the cash advance amount, with a $2.00 minimum and no maximum. Fees may be reimbursable in accordance with UW System travel policy.

What if I need more cash than that?

Because of the worldwide merchant acceptance of VISA, the need for cash advances is greatly reduced. However, your program administrator will have the capability, with proper justification, to increase the limit on a card by card basis.

Whose responsibility is it to pay the bill?

It is the employee’s responsibility to ensure payment in full is received at US Bank upon receipt.

Can I pay online?

No. However, you do have the option to set up either a telepay or autopay process.

Telepay: You are able to call into an automated system to have an amount deducted from your checking or savings account upon request. You should call 800-344-5696 each month to arrange for this type of payment.

Autopay: You can pre-establish that the total amount due (or a previously set amount) will automatically be deducted from your checking or savings account each month. You should call 800-344-5696 to make this arrangement.

Of course, payment by check is always an option.

Is there a fee to set up telepay or autopay?

No. You only need to complete and submit the appropriate form. Both forms can be obtained through Customer Service at 800-344-5696.

Do I have to have a US Bank checking account in order to set up telepay or autopay?

No. US Bank is able to set up telepay or autopay deductions from any financial institution. The institution’s routing number and your checking or savings account number will be required on the set-up form.

If I print my statement from Access Online, will I also receive on in the mail?

Yes. The statement you are viewing in Access Online is actually a scanned image of the statement that has already been printed and mailed to you.

What is the State of Wisconsin’s “Org Short Name” for Access Online?

STWISC. Both cardholders and Program Administrators will need this log-in in addition to their own individual password for access to Access Online.

What is the closing date on my statement?

Your account cycles on the 23rd of each month at which time a statement is produced. This day may vary slightly if weekends or holidays are involved.

Does the policy include late fees and interest charges?

No interest charges will be assessed, but there is a 1% late fee assessed at 61 days past due.

Are the fees and due date based on the cycle date?

Yes. The cycle date for the State of Wisconsin Travel Program is the 23rd of each month. The payment is due in full 30 days after this date.

Should I wait for the US Bank bill to submit my travel expense report?

No. You may submit your travel expense report with required receipts at the conclusion of your trip. It is important that timely expense reports are submitted to ensure prompt reimbursement whether payment is made by each individual employee or through a central payment system set up by your institution. Note: Your US Bank statement is not acceptable documentation for reimbursable claims.

Is it important to reconcile my statement each month?

Yes. Even though you may have been reimbursed for your business expenses, you should review your statement for accuracy. This will ensure that your account always remains in proper balance. If you have not received your statement, please contact US Bank Customer Service at 1-800-344-5696.

How will my credit history and credit report be affected if I choose to secure and utilize the travel card?

US Bank will not perform an initial credit check on any prospective cardholder prior to issuance of a travel card. However, US Bank does perform an internal credit scoring inquiry, referred to as a delinquency alert, to identify potential cardholders that may represent a substantial risk. This inquiry has no effect on the individual’s credit report or credit history. Utilizing the travel card will not impact or affect an employee’s credit report. Employee credit reports will only be affected if payment in full is not made within 150 days. At 151 days, the card is cancelled and collection of the balance is turned over to a collection agency and reported to the credit bureau.

What if I do not recognize a charge or need more information about a charge on my statement?

Refer to the back of your statement for billing inquiries/problems or questions. US Bank must hear from you no later than 60 days from the original statement date on which the charge in question appeared. Be sure to keep records of all discussions, including the name of the Customer Service Representative. If you have any questions or need further clarification, please contact US Bank Customer Service.

What if I’m staying at a hotel that does not accept a credit card?

You will than have to pay by cash or check. Most hotels accept credit cards. All airlines and car rental companies do accept credit cards.

What if I frequently travel around the state as part of my job? Will I need to use the Purchasing or Travel Card for my expenses?

Only if you have hotel and/or car rental expenses. These must be charged to either the state’s Purchasing or Travel Card. If your travel expenses are only for meals and mileage, you would not need to use the Purchasing Card or Travel Card.

When expenditures include allowable reimbursement charges and personal charges, can a Travel Card be used?

Yes.

Are MCC codes blocked on the Travel Card?

Currently, the majority of the state’s travel cards are set up to include all MCC codes, with the exception of the high risk group which includes certain merchants such as pawn shops, jewelry stores and massage parlors. Each campus program administrator has the ability to determine which MCC codes should be allowed or blocked on campus travel cards.

What do I do when I encounter a problem with a MCC code and I am in travel status?

Prior to travel, check with your campus program administrator to verify that your card is set up to allow purchases with those MCC codes you may need during your trip. While in travel status, if you encounter a problem with an MCC code during business hours, contact your program administrator who can work with the Bank to have the MCC code unblocked. However, if the problem occurs after hours, you would need to use an alternate payment method to complete the transaction. Upon return, you should work with your program administrator to change your card set-up to avoid a similar situation in the future.

If I normally travel within the United States but will be traveling in Europe over the next few weeks, do I notify US Bank to alleviate fraud concerns on the account and perhaps shutting down the card?

You can call US Bank Customer Service at 800-344-5696 to notify them of your upcoming travel. US Bank Customer Service will then annotate your account for its Fraud Department.

Another option is to have the campus Program Administrator call our Account Coordinator to annotate your account for your upcoming travel.

Who does the Fraud Department call if they see suspicious activity on an account?

The Fraud Department will make two attempts to contact you directly. If they are unable to contact you, they will contact our Account Coordinator who will then, in turn, try to reach the Program Administrator.

Can credit limits be increased if traveling overseas?

Yes. The Program Administrator will have the authority to go in through Access Online and change credit limits in real time. The standard credit limit for UW employees is $3,500.

What is the transaction fee when the Purchasing or Travel Card is used for foreign travel?

As many of you know, effective May 1, 2005, US Bank issued notification that the foreign transaction fee would be increasing to 2.5%. We worked with the Bank to determine if the State would be affected by the increase. After reviewing the contract, US Bank determined that both the State’s purchasing and corporate card programs will be capped at 2.0% going forward.

This fee is assessed when a foreign vendor charges the card in the foreign currency. The Bank converts this charge to US dollars and charges the foreign transaction fee. Foreign travelers should ask the vendor what conversion fee they assess; if it is higher than the 2.0%, ask the vendor to charge the transaction in the foreign currency.

How are conversion rates determined for international travel?

Conversion rates are determined on the day US Bank receives the transaction. US Bank calculates the rate by averaging the government mandated rate and the wholesale market rate. The cardholder will see an exact conversion rate on their monthly statement. To receive an approximate conversion rate, or US dollar amount on a posted transaction, the cardholder should contact US Bank Customer Service at 1-800-344-5696.

What happens once I have notified US Bank of a dispute?

After US Bank has received notification, US Bank will “suspend” the amount in question. While US Bank is conducting an investigation, you do not need to pay the amount of the charge which is in dispute; however, you are obligated to pay the entire balance of charges that are not in question.

What if my US Bank Corporate Travel Card is lost or stolen?

Immediately call US Bank Emergency Service, 1-800-VISA-911 (1-800-847-2911). A report will be filed and a new card with a new account number will be issued in approximately 8-10 days. Rush cards can be issued within 24 hours or one business day provided the request is received by US Bank by 2:00 p.m. CST. There is zero liability of the cardholder if the card is lost or stolen, if the incident is reported in a timely fashion.

Will a charge ever be rejected by a merchant and what should I do if that occurs?

Ten percent of total credit limit per cycle (23rd to 23rd of each month) has been pre-selected by the UW for cash allowances. For example, a cardholder with a $3,500 monthly credit limit would have $350.00 available for cash allowances. Therefore, the actual limit available to charge each month would be $3,150.

Once a cardholder has reached their available credit limit ($3,150 in the example above), any non-travel charges (retail, entertainment, etc.) could get rejected by the merchant if it pushes the cardholder’s limit over his/her maximum. All travel-related charges (airline, hotel, car rental, other transportation, etc.) would be approved, even if the cardholder has reached his/her maximum, as long as the account is in good standing.

Using the example above, what if I have $3,000 worth of retail charges during a cycle and attempt to charge a $200 registration fee for a conference to my card?

The charge might be denied because the registration fee could be categorized, not as a travel item, but as a retail purchase.

Why is that?

All Corporate/credit card companies categorize sales/charges by merchant codes, i.e., office services, professional services, telecommunications, automotive services, utilities, travel, etc. With the exception of the “travel” category mentioned above which includes air, rental cars, lodging, transportation services, etc., all other categories are considered non-travel and placed in a “retail” category. For example, if a law firm hosts a conference and accepts VISA for payment of the registration fee, the charge will likely be categorized, as “retail” by virtue of the fact that the merchant category assigned to law firms is “professional services.”

Why is retail spending allowed at all?

US Bank and the UW realize that travelers must sometimes make retail purchases while in travel status, i.e., books, rental of equipment for a trade show, etc.

What if I have a business need for a higher limit?

Limits can be increased on a card-by-card basis by your program administrator with proper justification.

So what should I do if I’m instructed that a registration fee for a conference, seminar, convention, etc. has been declined?

If your charge has been declined, contact US Bank customer service at 1-800-344-5696 (this number is also located on the back of your card) to obtain a manual authorization.

The State of Wisconsin and UW System have contracted with US Bank to offer state/UW System employees a Corporate Travel Card as an alternate method of payment for official, state business travel expenses.

Use of the Corporate Travel Card benefits the State/UW System as it greatly reduces the need for travel advances, it facilitates verification of travel rule compliance and the collection of travel related data which can then be used to negotiate more favorable rates from travel services providers, and it streamlines reimbursement procedures by providing a single source of payment documentation.

The policies and procedures in this document define eligibility, responsibility, and proper card usage. They are designed to ensure that individual travelers and those responsible for supervising cardholders comply with this manual and the State of Wisconsin travel regulations. (For further information on travel regulations, see Uniform Travel Schedule Amounts at http://www.doa.wi.gov Keyword: Travel Services.)

Please remember that if you use a State of Wisconsin/UW System Travel Card, you do so with an understanding of and under the conditions set forth in this policies and procedures manual. Travel Card cardholders are, therefore, required to sign a Department of Administration Use Agreement.

The Travel Card may only be used for travel-related expenditures incurred for the purposes of conducting University business. The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will be reimbursed). Typical examples of approved uses of the Travel Card include expenses such as airfare made in accordance with Policy 1201 – Travel & Expense – Purchase & Payment of Business Air Travel (note authentication is required – University login and password required for access), lodging, car rental, meals, conference or meeting registration, parking, and ground transportation.

The Travel Card may not be used for personal expenses. Any expenses other than those specifically authorized in this policy are not allowed. Use of the Travel Card for personal expenses is not allowed and will lead to cancellation of card privileges and may be cause for disciplinary action. Individual Air Travel should be booked using the contracted online booking tool. Air travel booked online using an unapproved vendor will not be reimbursed pre-trip. Please note that MCCs for Airfare and Travel Agencies may be blocked for an individual cardholder if travel is purchased outside the contract booking tool.

The State of Wisconsin/UW System’s contract makes travel cards available to eligible State of Wisconsin/UW System employees on special terms and conditions, including:

• No annual fees.
• Non-invasive credit assessment. (Inquiries are not reflected on your personal credit records.)
• $250,000 common carrier insurance.
• $1,250 lost or stolen luggage insurance.*
• $1,000 hotel/motel theft insurance.*
• Collision damage or theft insurance up to the full value of the rental car.** conditions apply

To be eligible for a State of Wisconsin/UW System Travel Card, one must meet the following criteria:

• Typically travel one or more times per year;
• A State of Wisconsin/UW System employee in permanent, project, or LTE status;
• Sign a Department of Administration Travel Card Use Agreement; and
• Meet requirements identified by US Bank in its application materials.

To apply for a Corporate Travel Card, contact your immediate supervisor and your agency/institution Travel Card Program Administrator.

The following are responsibilities of state employees:

Department of Administration

• Issue and update the Travel Card Policies and Procedures Manual;
• Enforce and audit Travel Card policies and procedures, including revocation of cards as necessary; and
• Administer the implementation and ongoing support of the Travel Card program.

Agency/Institution

• Establish proper controls, including developing internal procedures within state guidelines identified here and in the State Account Manual and the Travel Card User Manual to monitor use of the cards by individual cardholders to ensure all purchases comply with this policy.
• Maintain budgetary controls.

Agency/Institution Travel Card Program Administrators

• Ensure that all potential cardholders have read and understand the Travel Card Policies and Procedures Manual;
• Facilitate application process for agency staff;
• Secure cardholder signature on the DOA Travel Card Cardholder User Agreement and keep on file;
• Store any paper application that has an employee SSN in a locked file drawer or secure vault. Preferably, use employee ID for paper application and when application is received, look up employee SSN in HRS for processing application in Access Online, eliminating any need to secure the SSN.
• Monitor use of the Travel Card by agency employees in accordance with official policies, including revocation of cards as necessary;
• Report abuse of the Travel Card and corrective action taken to the Department of Administration’s State Bureau of Procurement;
• Distribute information and policy updates to cardholders; and
• Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.

Supervisors

• Verify that potential Travel Card cardholder meets and maintains eligibility requirements.
• Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.
• Verify travel expenses submitted for reimbursement for applicability to the trip, accuracy, and compliance with State of Wisconsin travel regulations.
• Initiate action to revoke privileges, cancel cards, and verify such when expenses other than those specifically authorized in this policy are charged by an employee.

Cardholders

• Follow policies and procedures set forth in Travel Card Policies and Procedures Manual;
• Sign the DOA Travel Card Cardholder User Agreement;
• Promptly pay Travel Card bills in full;
• Provide your social security number, a valid address for billing purposes, and notify US Bank of any changes in name, address, or other billing information;
• Work directly with US Bank to resolve billing disputes;
  Cancel cards upon termination, suspension, extended leave of absence from employment, or transfer between state agencies;
• Report cards lost or stolen; and
• Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.

The cardholder must pay the card balance in full by the next billing statement regardless of whether reimbursement has been received. US Bank will issue the Travel Card directly to the cardholder. As such, it will be governed by a contract that is solely between US Bank and the cardholder, who is personally responsible for paying all charges on the Travel Card.

The State of Wisconsin/UW System will reimburse employees in a timely manner for all approved, allowable transactions upon receipt of complete and proper documentation, including a travel expense voucher and original receipts when required. However, as a condition of accepting reimbursement, the employee agrees to use reimbursement money to pay off charges on the Travel Card.

A Travel Card may be terminated by the bank, your agency/institution Travel Card program administrator, or the DOA State Bureau of Procurement or State Controller’s Office for reasons including the following:

• Failure to comply with State of Wisconsin travel regulations;
• Failure to comply with Travel Card policies and procedures;
• The account becomes 120 days past due;
• The cardholder is no longer on the State of Wisconsin payroll (including resignation, extended leave of absence without pay, termination, or retirement);
• No account activity in over 22 months.

If an account is terminated for delinquency, dishonored payments, not using reimbursement to pay the card balance, or use of the card for personal charges, the account cannot be reinstated.

The cardholder’s contract with US Bank allows authorized individuals within the State of Wisconsin/UW System to access information about the status of payments and charges to the Travel Card. If the State of Wisconsin/UW System receives notice that the cardholder has not paid his/her balance in full by the next billing statement, the Travel Card Program Administrator may contact the cardholder. Privacy of personal information will be governed by the cardholder’s contract with US Bank.

If the State of Wisconsin/UW System were to contract with another financial institution other than US Bank in the future, the information used to open a current Travel Card may be transferred using confidential, secure methods to the new institution to provide continuous service. The policies set forth here would continue to be in effect.

All documents related to the Travel Card may be fully disclosed as a public record to the extent provided for by the Open Records Law.

Additional policies, procedures, and other useful information are located on the State of Wisconsin Department of Administration Travel web site located at the following http://www.doa.wi.gov Keyword: Travel Services or at the University of Wisconsin System Travel site in the US Bank Travel Card Section.