Article – 1505.1 – Procedure for Obta…

Introduction

Purpose

To get hold of a University Travel & Expense Card (T&E Card), the applicant have to be a everlasting University worker. Any exception to this requirement could also be granted by the Chief Procurement Officer or his or her designee for particular circumstances. An applicant should full the required on-line coaching and efficiently go a quiz (85%) demonstrating their understanding of T&E Card insurance policies and procedures. Applicants should signal and submit the accountholder settlement kind, the T&E Card utility, and the Connect Carolina entry kind earlier than the appliance could be processed. 

Scope

This process applies to all workers (college, workers, and Senior University Administrators).

Procedure

The applicant might be required to finish a compulsory on-line coaching session overlaying using the T&E Card and all relevant restrictions. The utility and the accountholder settlement kind have to be submitted to the candidates Access Request Coordinator (ARC) together with the ConnectCarolina entry kind.  The Travel Card workplace will notify the accountholder by electronic mail when the cardboard is accessible for decide up; accountholders ought to contact the Travel Card Office travelcard@unc.edu in the event that they want to ship one other worker or pupil to select up the cardboard on their behalf.

Each Accountholder could have a particular month-to-month credit score restrict primarily based on anticipated journey and/or enterprise leisure bills for college enterprise functions. In uncommon circumstances and for reputable enterprise causes, the month-to-month restrict could be adjusted by submitting Form 1505.1.2F – Travel & Expense Card Accountholder Account Maintenance Form to the Travel Card Office.

Card Suspension and Cancellation

The University of North Carolina at Chapel Hill and the issuing financial institution reserve the suitable to droop or cancel a T&E Card at any time, at their discretion. The commonest causes for card suspension or cancellation are:

• Card has not had any transaction exercise for a major time frame.
  • Inactive accounts might be reviewed with departments previous to suspension/cancellation.
• The T&E Card transaction reconciliation is at present overdue (transactions haven’t been reconciled inside 30 days from journey finish date or expense buy date).
• Misuse of the T&E Card has been reported to the Travel Card Office.

Frequently Asked Questions

Q. How lengthy does it take to get a T&E Card?
A. To obtain a T&E Card, the applicant should full the net coaching and efficiently go the coaching quiz. Upon receipt of an authorised utility, affirmation of coaching completion, and as soon as the appliance has been processed, it would take roughly 5-7 enterprise days for the cardboard to reach and be prepared for pickup.

Definitions

Please discuss with Finance Policy 1501 – The University of North Carolina at Chapel Hill Policy on Business Travel for a listing of widespread definitions.

Related Requirements

University Policies, Standards, Procedures, and Forms

The division should submit a T&E Card Application kind for every card requested. The utility kind have to be signed by the accountholder requesting the cardboard and the division enterprise supervisor.

Contact Information