Corporate Card Travel Training

Corporate Card Application

A BYUH Corporate card applicant may be approved for the following:
Travel Expenses only—employees approved to use the card for Travel only.

Monthly Limit-- $5,000 Single Transaction Limit--$2,000
Travel Expenses and Business purchases—employees approved to use the card for both Travel and Business Purchases.
Monthly Limit--$10,000 Single Transaction Limit--$2,500

(Those who are approved for both must review both Non-Travel &Travel training)

Overview

This training gives you an overview of the Corporate card program and what you need to know when using your corporate card for Travel expenses.

Click this link to see all Travel policy and procedures: https://travel.byuh.edu/travel-procedures

Corporate Card Policies

Corporate card (for travel only) limits are $5,000 per month and $2,000 per transaction.

• Cannot do Split transactions to circumvent limits. (The act of splitting (dividing) a single and full amount of payment in two or more simultaneous transactions in order to avoid per transaction limits.)
• No personal expenses
• All expenses that occur before the trip such as airfare, lodging, conference fee etc. are to be reconciled in the month they occur.
• Upon returning from a trip, all personnel and groups must submit approved expense reports within 15 business days of their return.

Travel Policies and Procedures

Personnel traveling on University business are required to make all travel arrangements through BYUH Travel Services. Any use of outside travel vendors, online travel websites for airline fares, tours, ground packages and other specialty travel must also be coordinated through Travel Services.

• Personnel are encouraged to charge lodging, car rentals, meals, registration, and other University-approved business travel expenses to their corporate charge card.
• The University reimburses faculty, staff, authorized students, and university guests for legitimate,reasonable, and necessary expenses incurred while conducting approved University business in accordance with University policy.
• Under no circumstances shall expenses for personal travel be charged to, or be temporarily funded by the University unless prior approval is given.
• The University uses Workday Expense for filing a pre-trip approval document called a Spend Authorization and a post-trip reimbursement document called an Expense Report.
• All personnel traveling on University business must file a Spend Authorization for each trip that requires them to be away from home overnight. Spend Authorizations are not required for same-day travel. The spend authorization should be filed at least 10 days prior to travel.
• For approved student travel or group travel procedures. Please review on the Travel website. https://travel.byuh.edu/travel-procedures

Travel Expense Reconciliation

All personnel traveling on a University-approved business trip must submit an Expense Report to report travel expenditures within fifteen (15) business days after returning from a trip.

How to Create an Expense Report for Travel Expenses

• For approved Student or Group travel Expense Report reconciliations (Spend Authorization, Expense Reports, Cash advance etc.—review procedures with Purchasing@byuh.edu. Ph#808-675-3958

An expense report for Travel requires the following:

• Business Purpose of the trip
• An attachment of the Travel Reservation Itinerary for airfare
• Attachment of itemized receipts for baggage fees, car rental, taxi/train/shuttle, conference and workshop fees, lodging and others.
• Receipt is not required for mileage on island (airport drop off or pick up), meals per diem based, or meals charged to the Corporate card that do not exceed the meal per diem rate.

If original receipts are lost, a traveler must make a reasonable effort to obtain duplicates.

If such efforts fail to produce duplicate receipts, the traveler must fill out a Lost/Missing Receipt Form.

• The Lost/Missing Receipt Form is not applicable for Car Rental and Hotel receipts.

Travel At Vendor Expense

• Personnel may not accept complimentary travel, hotel or food expenses paid by a vendor where the purpose of the vendor is to sell or promote a product or service.
• Proposed travel of this nature must be disclosed to and an exception obtained by the vice-president that oversees the department.
• This does not apply to training trips regarding equipment or services that the University has or will make payment as part of the purchase price.
• Travel Services must approve and process any donations or donations-in-kind for services, trade agreements, airline rebates, other travel monies or services offered at no charge to the University or its personnel, departments or programs.

Travelers Coming to BYU–Hawaii on University Business

Vendors and non-university personnel being brought to the University for business purposes must use Travel Services to do their airline booking, hotel and car rental if all expenses are being paid by the university.

• Outside personnel are also subject to the BYU–Hawaii meal per diem rates for Hawaii.

See Travel policy and procedures for the following, if applicable https://travel.byuh.edu/travel-procedures,

• Travel companions
• On Island Travel/Lodging
• Airport Mileage Reimbursement
• Vehicle rental—taxis, Uber, shuttle services
• Checked baggage
• Commercial Air Travel

Non-Allowable Travel Expenses

• Personal and family expenses
• Gifts and souvenirs
• Valet and room service charges
• Personal medical and dental expenses
• Personal reading material, recreation, and entertainment
• Travel insurance in excess of that already provided
• Costs incurred by traveler's failure to cancel transportation or hotel reservations
• Commuting between home and work
• Corporate charge card delinquency or late charge assessments (there may be an exception if the delinquency assessment is not due to the actions of the traveler)
• Haircuts, newspapers, babysitting, shoe shines
• Parking and traffic citations
• Reimbursement or payment for frequent flyer benefits and reduced or free flight coupons issued by the airlines
• Any others not listed here that might apply

Travel Insurance

• All personnel traveling on University business (including students) have coverage under the University's blanket travel insurance policy. Personnel choosing to purchase additional travel insurance other than what is currently provided must do so at their own personal expense.
• When traveling internationally, travelers should consult with Travel Services on travel insurance before traveling.

Travel Subsistence Allowance and Foreign Travel Subsistence (meals per diem)

• All personnel traveling on University business (including students) have coverage under the University's blanket travel insurance policy. Personnel choosing to purchase additional travel insurance other than what is currently provided must do so at their own personal expense.
• When traveling internationally, travelers should consult with Travel Services on travel insurance before traveling.

The above times apply to the time zone the actual travel occurs in. Destination cities are assigned a certain per diem level. Meals Per Diem rates by cities are available in the Expense item on the Expense Report. No receipts are needed for meals when using meals per diem based.

Hosting and Entertainment

• Occasionally, it may become necessary to host other individuals' meals while traveling. Entertainment, however, represented, is not an allowable charge without specific, prior approval at the vice president level.
• Costs for approved hosting activities are reimbursable only under the following conditions and with documentation of the specific business purpose.
• Individuals hosted should not be other University personnel also in approved travel status.
• The hosting employee must submit the Expense Report request stating the business purpose of the meal and the names of non-University persons hosted. The employee must submit complete, actual receipts for the meal to receive reimbursement.
• When hosting, the traveler must adhere to the current Meals Per Diem rate of the city or state he/she is hosting in.

Personal Vacation While in Travel Status

• A traveler must indicate any personal vacation time and expense on the Expense Report when claiming allowable business travel expenses where business and personal vacation time are combined within the same trip period.
• The subsistence allowance and other University financial support for travel-related expenses cease during personal vacation periods. In addition, travel, lodging, or meal expenses for spouses or other dependents are not reimbursable.
• When combining personal vacation with business and traveling through use of a University vehicle or motor pool vehicle, all vacation mileage and any expense associated with using a larger vehicle than would normally be required for the purpose of transporting family members should be logged and reimbursed to the University upon conclusion of the trip. In general, any personal expenses associated with vacation and family travel should be paid from personal funds.
• Vacation time taken in conjunction with an official business trip should, when applicable be reported as such, upon conclusion of the trip.

Student Travel

• The University recognizes student travel activities may provide outstanding learning experiences. To promote such safe and quality educational learning experiences, all University-approved student travel must follow the procedures outlined in this Travel Procedures.
• In addition, the conduct and dress of all participants must be in accordance with the Honor Code and Dress and Grooming Standards.

Reconciliation Process

Receipts need to be kept for all purchases. Original Itemized receipt needs to include:

• Date
• Merchant name
• Exact amount that was charged the Corporate card
• Detailed description of the items purchased
• Shipping address (if applicable)

Travel Transactions

• At the conclusion of a trip, all card expenses must be reported and reconciled within 15 business days.
• Prepaid expenses such as airfare, down payment for lodging etc. are to be reconciled in the month they occur.
• Workday sends out two notification one on the 25th and the second on 7th final reminder to get all transactions for the previous month reconciled.
• Late reconciliation will result in suspension of card and will not be reinstate until all transactions are reconciled.

Travel Policy and Procedures