1.0 Policy Purpose
The purpose of this policy is to establish the requirements for issuing a University-issued Travel credit card and the responsibilities associated with its use.
2.0 To Whom the Policy Applies
This policy applies to all faculty and staff who request, or who have already been issued, a University Travel Card, as well as those employees who review and approve Travel Card transactions.
3.0 Policy Statement
All purchases made with Travel Card must have a legitimate Business Purpose.
The University Travel Card is a corporate-liability Visa card, meaning that it is directly billed to and paid for by the University. The Travel Card expenditures are integrated with the University’s expense management system streamlining the expense reporting process.
There are two types of travel cards: an Individual Travel Card and a Department Travel Card. The same policies apply for both the Individual and Department Card unless specifically noted. Both Individual and Department Travel Cards are issued to authorized individuals. The sharing of either type of Travel Card is prohibited. The Travel Card does not affect the credit score of the individual to whom the card is issued.
- The Individual Travel Card is issued to and used by a specific individual who is an active Brown University faculty or staff member who travels frequently on University business.
- The Department Travel Card is issued to an individual who is an active Brown University employee and is assigned as the cardholder for the department in order to facilitate travel for occasional travelers, students, or non-employees. The cardholder uses the card to arrange and pay for business travel on behalf of the department. The Department Travel card must remain in the cardholder's possession and must not be given to the traveler.
3.1 Eligibility
Faculty and staff are eligible for a Travel Card provided they meet the following criteria:
- Have active employment status and are in good standing with the University.
- Anticipate incurring frequent University-related travel expenses.
- Their travel card application is approved by their Supervisor and Cost Center Manager prior to central approval.
- Successfully complete a mandatory training on Travel Card policies and procedures.
- Review and sign the cardholder agreement.
- Remain in good standing and follow the Travel Card Policies and Procedures including adherence to the stated deadlines.
3.2 Allowable Expenditures
Use of the Travel Card is authorized for the purchase of local, domestic, and international travel-related expenses on behalf of the University. Travel Card expenditures must comply with the University’s Travel Policy and Expense Reimbursement Policy. When traveling on sponsored projects, travelers must comply with the provision of the Uniform Guidance Cost Principles 2 CFR 200.475, sponsored award terms and conditions, and the Sponsored Travel Policy.
The following is a list of categories for which the Travel Card is recommended:
- Air, rail, bus, taxi, rideshare, and shuttle transportation, including ferries
- Car and van reservations and rentals
- Fuel for University-owned vehicles and business-related rental vehicles
- Hotel deposits, reservations, guarantees, and accommodations, including those for employees, groups, or departmental invited guests (Department Travel Cardholders only)
- Incidentals while traveling, including phone calls, parking, and internet connectivity
- University Business Meals and travel meals
- Conference fees
- University-supported student travel to/from their country of residence
- Venues for events, such as hotels, conference rooms, meeting rooms, and restaurants (when the Venue is not able to directly invoice the University)
3.3 Unallowable Expenditures
- Personal expenses
- University-related expenses that are not related to travel, other than the allowance expenditures noted above
- Transactions with or in the Office of Foreign Assets Control (OFAC)’s Comprehensively Embargoed Countries or Regions and with Restricted Entities, Groups, or Individuals (unless specifically approved in advanced and in accordance with the Export Control and U.S. Economic Sanctions Policy)
3.4 Travel Card Limits
Travel Card limits are determined by the University Controller based on the travel frequency of the cardholder.
3.5 Card Suspension and Cancellation
Brown University and the issuing bank reserve the right to suspend or cancel a Travel Card at any time, at their discretion, including but not limited to the most common reasons for card suspension or cancellation, which are:
- The Travel Card has not had any transaction activity for 18 consecutive months
- The Travel Card transaction reconciliation is currently overdue (transactions have not been reconciled within 30 days from trip end date or expense purchase date)
- The cardholder is under investigation by the University for misuse
- The cardholder is transferring to a different department or role within the University or is leaving the University
3.6 Exceptions
Exceptions to this policy require advance written approval from the University Controller.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Approver:
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The cost center manager, financial coordinator and/or grant manager of the cost center and/or grant who is responsible for financial oversight and ensuring compliance with University travel and expense policies.
- Business Purpose:
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A required statement that adequately describes the expense as a necessary, reasonable, and appropriate business expense for the University. All expenses must support or advance the goals, objectives and mission of the University.
- Cardholder:
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An employee who has been issued a University travel card and is responsible for its proper use.
- Comprehensively Embargoed Country or Region:
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Countries for which the Office of Foreign Assets Control has implemented Comprehensive Sanctions. Please refer to the Export Controls website for a list of countries affected by these sanctions.
- Restricted Entity, Group, or Individual:
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Any entity, group, or individual designated by the Office of Foreign Assets Control as a Specially Designated National, or listed by the Department of Commerce on the Entity List, or otherwise listed by the federal government on Restricted or Denied Party Lists. Please refer to the Export Controls website for a list of countries affected by these sanctions.
- Travel Card:
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A credit card issued by the University to specific faculty/staff.
- University Business Meal:
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A meal taken with business associates, University guests, job applicants, professional colleagues, or donors, during which University business is discussed and there is a valid Business Purpose for the meal.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
- Accounts Payable:
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Oversee the general processes. Process Travel Card applications and cancel or suspend cards as needed.
- Approver(s):
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Ensure that the Travel Card is only used for appropriate and allocable expenses as defined in the University Travel Policy and the Expense Reimbursement Policy. Ensure that there is a clear Business Purpose and the expenses are charged to the correct accounts. Review and approve in a timely manner.
- Cardholder:
-
Responsible for safeguarding and managing transactions on the card. Additional responsibilities include:
- Ensuring that the Travel Card is only used for appropriate and allocable expenses as defined in the University Travel Policy and the Expense Reimbursement Policy
- Maintaining a confidential PIN for the Travel Card, as required by the issuing bank, Bank of America
- Creating an expense report to allocate transactions in Workday or delegate authority to the appropriate financial steward (e.g., Cost Center Manager or Financial Coordinator), if needed
- Reviewing, monitoring, and expensing transactions in Workday in accordance with financial deadlines
- Attaching the receipt to the Expense Report in Workday
- Assigning the appropriate worktags to the expense report in Workday
- Providing the Business Purpose for each expense report in Workday
- Reporting any identified fraudulent charges immediately to Bank of America
- Identifying any personal expenses inadvertently charged and then immediately paying back the University
- Cost Center Manager:
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Review and approve expense reports. Ensure all transactions are supported by receipts (as required) and a Business Purpose.
- Grant Manager:
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Review and approve any expense reports that have been assigned to a sponsored project in Workday and ensure all expense items are supported by receipts (as required), include a Business Purpose, and are allowable under the terms of the sponsored project.
- Office of Sponsored Projects:
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Final review and approval of expenses charged to sponsored projects.
- University Controller:
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Review requests for exceptions to this policy and use sound judgment to decide.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
The University Controller is authorized on behalf of Brown University to suspend or cancel Travel Card privileges at any time, in the Controller’s discretion, including but not limited to the most common reasons for card suspension or cancellation listed above in paragraph 3.5.
7.0 Related Information
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
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7.3 Related Forms
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7.4 Frequently Asked Questions:
7.5 Other Related Information
Policy Owner and Contact(s)
Policy Owner: Vice President for Finance and Chief Financial Officer
Policy Approved by: Vice President for Finance and Chief Financial Officer
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
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Webpage Updated December 4, 2024.