[Minor revision–posted 11/13/13 (replaces 1/12/06 edition)]
Operating Policy and Procedure
OP 79.03: Use of the State Travel Card
DATE: November 13, 2013
PURPOSE: The purpose of this Operating Policy and Procedure (OP) is to set forth the procedures to be followed in applying for the state travel card and conditions under which it can be used and/or terminated.
REVIEW: This OP will be reviewed in November of odd-numbered years by the Manager of Travel Services with substantive revisions forwarded through the Managing Director of Procurement Services to the Vice President for Administration and Finance and Chief Financial Officer.
The State Travel Management Program (STMP), CitiBank, and Texas Tech University (TTU) have provided the following guidelines for the state of Texas travel card issued by CitiBank.
1. Application Process
a. Applications for the travel card may be downloaded from the Travel Services website http://www.depts.ttu.edu/procurement/forms/documents/travel/procurement-travel-individual-bill-card-application.pdf. Employees should complete the Individual Bill Travel Card Application and the State of Texas Travel Card Use Agreement forms, and obtain their supervisor's signature on the application. The forms should then be sent to Travel Services for processing.
b. Upon receipt of the Individual Bill Travel Card Application, online instructions for providing personal data will be emailed to the applicant. After submission of the online data, approval will be made by Travel Services and the application will be forwarded to CitiBank.
c. Applicants for the state travel card will be subject to a pre-approval credit check.
2. Eligibility Requirements
Any employee who expects to travel on official state business may apply for a state travel card.
3. Conditions and the Appropriate Use of the Travel Card
a. The state travel card may be used only for official state business-related travel charges, such as airfare, rental cars, lodging, and meals. It is not for personal use. Use of the card for charges other than official state business travel is a direct violation of the state's contract with CitiBank and the STMP (Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22)) and, therefore, is a misapplication of the state-issued card. Misuse of the card may result in disciplinary action up to and including termination.
b. Employees are responsible for the payment of all charges made on their credit card. The university is not responsible for the charges, regardless of the type of charge, nor will the university be liable for nonpayment by the employee.
c. Employees who obtain the state travel card will no longer be eligible to receive a travel advance or a transportation request (TR). Employees who have an active state travel card may receive travel advances for international travel or for prepaid travel expenses that will be billed prior to the travel return date. Cardholders may request a TR for international travel.
4. Cancellation of Travel Cards
a. CitiBank will suspend or cancel the use of the card if the charges are not paid in a timely manner. If the card is suspended or cancelled for misuse or nonpayment, the employee will not be eligible for travel advances.
b. Upon termination of employment, the department has the specific obligation to reclaim the travel card, destroy it, and notify Travel Services. Travel Services will then close the account.
5. Retail Charges Limitation
CitiBank is required by contract to limit the use of the travel card for retail purchases to $200.00. Retail charges should be made only in connection with travel on state business.
6. Right to Change Policy
TTU reserves the right to interpret, change, modify, amend, or rescind this policy, in whole or in part, at any time without prior notice or the consent of employees.
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