Travel Credit Cards
WSU offers a travel credit card to employees who demonstrate a continuing need to travel on University business. This program is separate from the current purchasing card program which is for supply items only. The travel card will cover costs of lodging, conference fees, taxi, etc. (Airline tickets will continue to be purchased through the Business Office.) You are encouraged to apply for a credit card if you do a significant amount of University travel. Cards will be issued upon approval of the employee’s supervisor and the Business Office.
If you are interested in obtaining a card, please contact Julie Erickson at firstname.lastname@example.org.
How to Obtain a Travel Card
Only permanent State employees are eligible to apply for a travel credit card.
- Attend training. Contact the Travel Director to set up an appointment.
- Review and sign the appropriate forms; 1) Travel Card Application Form (signed by both the employee and supervisor); 2) the Travel Card Agreement (signed by the employee) and; 3) Delegation of Authority Form (signed by the employee).
- Cards are ordered once approved forms are received in the Business Office. Employees are notified when the cards are available for pick up.
Cards with no activity for 18 months do not renew.
Authorized Card Use
Cardholders are authorized to use the card to purchase travel expenses required for themselves as a function of their duties at the University. All transactions processed against the Travel Card must be made by the individual to whom the card is issued. Approval must be obtained, prior to making any purchases, by submitting a travel request form to the Business Office.
- Lodging – room and tax
- Conference fees
- Taxi and shuttle services
- Rental car (Enterprise is the State contracted vendor)
- Rental car gas
- Checked bags
General Use Instructions
These cards have a maximum transaction limit of $2,500 and a monthly maximum of $5,000. Itemized paid receipts are required for all purchases and must be attached to the US Bank Activity Report submitted to the Business Office monthly. Receipts must include:
- Vendor name and address
- Date of purchase
- Description of purchase
- Amount paid
Tip – obtain a business card from taxis whenever possible. It will contain information that may not be on your receipt.
Unauthorized and Inappropriate Card Use
The travel card is the property of Winona State University and is not to be used for personal transactions under any circumstances, regardless of reimbursement to the University. A cardholder who makes an unauthorized purchase with the card; uses it in an abusive or inappropriate manner; or for personal use; may be subject to disciplinary action up to and including termination, as well as revocation of the travel card, criminal prosecution and restitution of the unauthorized use. All charges that are not authorized and approved by the University will be the responsibility of the employee to whom the card is issued. The employee will reimburse the State of Minnesota at Winona State University for all incurred charges and any fees related to the collection of those charges.
Unauthorized and inappropriate card use/purchases include, but are not limited to:
- Personal purchases of any kind
- Non University purchases
- Airline tickets (purchased through the Business Office only)
- Airline upgrades, pre-assigned seats or airline club admission fees
- Optional travel/baggage insurance
- Expenses of traveling companions
- Expenses related to vacation or personal days while away
- “No-Show” charges (fail to cancel guaranteed room reservations)
- Room upgrades or amenities
- GPS or other add on devices issued with the use of a rental vehicle
- Vehicle rental insurance for Enterprise/National as it is included in the State contract
- Traffic or parking violation tickets
- Meals/food or beverage
- Alcoholic beverages, drugs or pharmaceutical products
- Entertainment, recreation admissions, movies, etc.
- Purchases for other individuals
- Personal car gas
- State motor pool gas
- Supply items (only if in travel status and you have an immediate need)
- Cash advances
- Memberships, unless in conjunction with, and a requirement to attend a specific conference
- Payments to individuals including honorariums, consulting or contributions
- Relocation expense
- Gifts, donations or contributions to individuals or organizations
- Expenses for faculty and staff recruiting, advertising, or entertainment of prospective employees
Abuse includes, but is not limited to:
- Making unauthorized purchases
- Exceeding budget limits
- Loss of receipts/not submitting receipts in a timely manner
Process when abuse is suspected may include, but is not limited to:
- Temporary revocation of travel card
- Asking details about the purchase
- Discuss with the supervisor or manager
- Review with the vendor
- Contact HR
- Notify union representative
Responsibility and Accountability
- Safeguard the credit card and account number at all times; lost to stolen credit cards musts be reported immediately to 800-344-5696 and the WSU Travel Director immediately.
- Keep the card in a secure location.
- Do not allow anyone else to use the card.
- Review, in a timely manner, monthly electronic statements from US Bank/AccessOnLine for accuracy and ensure all transactions posted are legitimate. If not, see section on returns/credits and disputed items.
- Meet monthly deadlines established for statement reconciliation.
- Obtain supervisor, or responsible party to the cost center, approvals on monthly activity report. Signatures indicate that all charges have been approved and are in compliance with University and State policy.
- Obtain itemized paid receipts for all purchases and match amounts charged.
- Keep out of pocket expenses separate from card purchases. Out of pocket expense are recorded on an employee expense report for reimbursement.
- Return the credit card to the Business Office prior to any separation; medical, retirement, termination, etc.
- Take all other steps necessary to ensure that the credit card is used only for authorized purposes
The travel card should be treated with a high level of care in all regards.
- Do not loan the card to another individual.
- Do not share the account number with another person. The only person authorized to use the card is the cardholder themselves.
- The account number should be guarded carefully. Do not post the number or write in a location that is accessible to others.
- If for any reason a travel card is out of service (fraud, employee separation, expired, etc.), the card must be physically returned to the Business Office for proper disposal.
- If the card is lost or stolen, call US Bank immediately at 800.344.5696 available 24 hours. Also, notify the Business Office.
Returns, Credits and Disputed Items
Supervisors play a key role in the success and participation of this program. Responsibilities include;
- Approve participation
- Review purchases to ensure they meet the objectives and are within guidelines
- Respond to misuse of the card
- Ensure the account is closed upon separation of employment
Maintaining the security of the Winona State travel credit card is the responsibility of the individual authorized to use the card. This is true for online transactions as well as for traditional use. While there is some liability protection against credit card fraud, personal diligence is required to prevent personal legal obligation of charges.
The following guidelines are recommendations for general online credit card use:
- Document all online transactions. Print off the itemized receipt of payment at point of purchase.
- Do not save any credit card and/or password information on your computer or vendor websites. Most sites and browsers offer this option, but it provides a means for others to easily access this information.
- Always use an up to date browser with a secure http connection indicated by https:// in the address bar of your browser and a “Locked Padlock” symbol near the address bar before proceeding with the transfer of any credit card information. The Technical Support Center (TSC) will also assist in installing and configuring your browsers to ensure the highest level of security possible.
- Never email your credit card information.
- Always password protect your computer and mobile devices and do not share them with others.
- Report any concerns to the Business Office.
- Additional training and information can be attained by contacting Teaching Learning Technology, or reviewing the Date Security Training.