Aircard Policies and Procedures

AIRCARD POLICIES AND PROCEDURES

I.The Departmental AirCard

II. AcquiringtheCard

III. UsingtheCard

IV. Recordkeepingandtransactionreconciliation

V. AirCardRegulations

VI. BillingandPayment

VII.RolesandResponsibilities

THEDEPARTMENTALAIRCARD

TheAirCardisissuedinadepartment’snameandwillbekeptinasecurelocationonTWUpremises. TheonlyusefortheAirCardistomakeapprovedpurchases ofairlinetickets for officialTexas Woman’s Universitybusinesstravel.

UseoftheAirCard offers employeestheflexibilityto obtainthebestfarespossiblefromthevendorof theirchoice. Recordkeepingissimpleandaccuratebecausethedepartmenthasaccesstotheircard’s activitythroughCitibank’sGlobalCard ManagementSystem(GCMS). Cardactivitycanbemonitoredby the department’s card administratorsand Procurement and Contract Services, which increasescomplianceand reducestimespenton reconciliation.

Approved vendors are limited toairlines,travel agencies and travel servicecompanies(e.g. Travelocity). Limitingallowablevendors reducestheriskofprohibitedchargesandfraud. Airfaremaybepurchased foremployeesandprospectiveemployeestocarryoutofficialuniversitybusiness.Exceptionsrequire additional approval anddocumentation.Contact Procurementand Contract Services fordetails.

TheStateofTexascontractrequiresCitibanktoblockcertaintypesofvendorsfromAirCarduse. Vendors areassigned aMerchantCategoryCode(MCC)based onthe typeof businessthey operate. The AirCardprogramisrestrictedfromusewithcertaintypesofsuppliersandmerchants. Theseholds applytoall cardsandwill notbelifted.

PleasenotethatmanyvendorswhooperatewithinacceptableMerchantCategoryCodesmayprovide someservicesthatarerestrictedfrompurchasewiththeAirCard. Justbecausetravelagenciesand travelservicecompaniescansellair,car,andhotelpackagesdoesnotmeantheAirCardmaybeused for such.Remember–airlineticketsonly!

AQUIRING ANAIRCARD

ObtaininganAirCardis aprivilegegrantedtodepartments.It mustbe usedina responsibleand appropriate manner.Thecardwillberetainedinasecurelocationinthedepartmental officetoguard againstloss,misuseandfraud.

Inorderto receivean Air Card, several steps aretaken:

1. AdepartmentheadcompletesanAirCardAgreementform(ACA)agreeingtothetermsofuse anddesignatingtheprimaryandsecondarycardadministrators.

2. Thedepartmenthead anddesignatedadministratorssigntheACA.

3. Thecompleted ACAis forwardedtotheTravelDeskinProcurement and ContractServicesfor approval.

4. TheTravelCoordinator contactsthe department whentheAir Cardisreadyfor pickup.

5. TheprimaryadministratorthenpresentsaphotoIDatProcurement and ContractServicesandretrievesthe card.

USINGTHECARD

Theprimaryadministrator isresponsibleforusingandreconcilingchargesmadeonthecard.The secondaryadministratorwillperformthesetasksintheeventtheprimaryadministratorisunavailable. In ordertomakeauthorizedchargesonthecard,the cardadministratormustobtaininformationfrom the potentialtraveler.Thefollowingprocessshouldoccurbefore chargesaremade onthe Air Card:

1. Thetravelercompletesan AirTravelAuthorizationform(ATA)requestingpermissiontoflyusing departmental funds.

2. ThetravelersubmitstheATA to theappropriatedepartmenthead for approval.

3. Uponapproval,theATAisgiven totheAirCardAdministratorsothathe/shecanpurchasethe traveler’sairlineticket(s). The cardadministratorkeeps theATAandsubmitsittothe Travel CoordinatorwiththeExpenseReportandreconciliationpaperwork.

Specificinformation provided bythetraveler on theATA will beused bytheadministrator tobookthe approved airfare. Remember the State ofTexas has pre-approved limits for airfare rates, andthe amountchargedshouldnotexceedtheselimits.Achartillustratingallowableratesisprovided onthe TWUwebsite,andthetravelershouldverifytheappropriateratebeforerequestingthataflightis bookedbythecardadministrator.Approved vendorsarelimitedtoairlines,travelagenciesand travel servicecompanies (e.g. Travelocity).

PROSPECTIVEEMPLOYEES

AnATAis alsorequired forprospectiveemployeeairfare.Inthatcase,theprimaryadministrator may completetheATAonthe candidate’sbehalf.TheATAwillbefaxedtothecandidatetoobtaintheir signaturebeforetheticketispurchased.Thecandidate’sfullsocialsecuritynumbermustbeprovided ontheATA.

RECORDKEEPING ANDTRANSACTIONRECONCILIATION

Thecardadministratorisresponsibleformaintaining recordsofeverytransactionbykeepingtheATA submittedbythetraveler.TheseATAs shouldbereconciledtotheExpense Reportwhen thebillingcycle ends on the 3rd of each month. All reconciliation is performed online via Citibank's Global Card

ManagementSystem(GCMS)GCMSand mustbeperformedbythe 20thofthe month.Supporting documentationmustalsobereceivedinProcurement and ContractServicesbythe20th ofthemonth.Ifnoaccount activity(creditsand/orcharges)occurs withinabillingcycle,thennoreconciliationordocumentationis required.

ThereareNOpaperstatementsfortheAirCard.Itisrecommendedthatboththeprimaryand the secondary administrators set up a recurring reminder in Outlook notifying them to perform reconciliationduties.

TheTravelCoordinatorwillretrieveGCMSinformationelectronicallyin ordertomergeitwiththe documentationsubmitted bythedepartment.AllrecordsareauditedforcompliancewithStateand Universitypolicies.

Howto reconcilechargesandsubmitmonthlydocumentationwhenyouhaveused theAirCard:

1. / Th / ecardadministratorlogsinto GCMSand-
a. / Providesadepartment accountnumber(asindicatedontheATA);
b. / Selectstheappropriateobjectcodefromadrop-downmenu;
c. / IndicatestheAirportCodesforthe citypair(available forviewinGCMS);
d. / Providesthetraveler’sPhoenixsuppliernumber;and
e. / Specifiesthe trip’sbusiness purpose, destinationanddates oftravel intheExpense
Descriptionfield.

2. Afterallexpensesforthemonthhavebeenreconciled,theadministratorrunsandprintsan

ExpenseReportin GCMStosubmit as partoftheir documentationpackage.

3. TheadministratorforwardstheATAsandtheExpenseReporttotheTravelCoordinatorbythe

20thof themonth.This canbedonein oneof threeways:

a. CampusMail b. Handdelivery

–preferredmethod(theinformation mustcomefromaTWU e-mail address)

PleaseseetheFormsand Instructionspageofthe PaymentandProcurement and ContractServiceswebsitefor specific, illustrated instructionsonhowtoreconcileinGCMS.

Remember–both thereconciliationinGCMSandallsupportingdocumentationmustbereceivedbythe

TravelCoordinatorno laterthanthe20thofthemonth.

AIRCARDREGULATIONS

AnyviolationofState orUniversitypolicy or missing thereconciliationdeadlinewillresultina violation beingissuedtothedepartment. Violations mayresultinasuspensionof cardprivileges.Duringthe suspensionperiod,travelerswillberesponsibleforbookingandpaying forairfarewithpersonalfunds. Theywillbereimburseduponcompletionofthetrip andsubmissionoftheircompletedTravelVoucher with all required supportingdocumentation.

Violations include:

1. Usingthecardforunauthorized travel,including personal or non-businessrelatedtravel.

2. Usingthecardforexpenses otherthanairfare.

3. Makingairfarepurchasesoverthe allowablelimitsset by theState.

4. FailingtoprovidereconciliationinformationinGCMSby the20thofthe month.

5. Failingtosubmit Expense ReportsorATAs by the20thofthemonth.

ViolationswillbebroughttotheattentionoftheDepartmentHead,CardAdministrators,andother universityauthoritiesasdeemed appropriateby Procurement and Contract Services.

Unauthorizedpurchasesmayalsoresultininvestigationthatcouldaffectthecontinuedemployment with theUniversity ofanyemployeefoundtoparticipatein Air Cardabuse.

Automatic30-daySUSPENSIONfor1stoffense

Usingthecardforunauthorized travel, includingpersonal or non-businessrelatedtravel.

Failuretocomplywithallother guidelinesorthe procedureslistedbelow willresultintheprimary andsecondaryadministrators receivingane-mailedViolationNotification.

FailingtocompletereconciliationinGCMS by the20thof themonth.

Failingtosubmit Expense Reportsand/or ATAsto theTravelCoordinatorbythe20thof the month.

InformationisnotenteredintoGCMS inthecorrectformat. Consult GCMSinstructions for detailed guidelines.

Completedescription notgiven.Descriptionmustincludethe traveler’sname,destinationcity

andtraveldates.

NSF=Insufficient funds in theaccountprovided.

Administratorswillhavethree(3)daysfromreceiptof thee-mail totakecorrectiveaction.Missing thatdeadline will resultina30-daySUSPENSIONof AirCardprivileges.

Additionally,the Universityreservestherighttoterminateadepartment’sAirCardatanytime. Repeated non-adherenceto thesepoliciesandproceduresmayresult in revocation ofthedepartment’s Air Card.

BILLING AND PAYMENT

TheAirCard masterstatementwillbepaidmonthlybytheAccountsPayable usingaclearingaccount. Each department’sExpenseReportwill bereconciled and charged tothedepartment’saccount(s)as indicatedin GCMS andon theATA.

ThereareNOpaperstatementsfortheAir Card. Itisrecommendedthat both theprimaryandthe secondaryadministrators setuparecurringreminderinOutlooknotifyingthemtoperform reconciliationduties.

ROLES ANDRESPONSIBILITIES

Manager of Payment Operations – Janel Sprayberry

Administrationof theprogram

ApprovesUniversitypolicies related to theprogram

Travel Coordinator – Bianca Washington

ReviewsUniversitypoliciesrelatedto the programandsubmitsrecommendationsfor approval

DistributesAir Cards

Maintains documentationof Air Cardactivity

Reviews reconciliationforaccuracy andcompliancewith StateandUniversitypolicies

Tracksviolations associatedwith thecards

DepartmentHead

Completes Air CardAgreementdesignatingPrimaryandSecondaryCardAdministrators

AuthorizesTravelertouse department fundsvia approvingtheAirTravel Authorization

Traveler

Establishes necessaryflight/traveltimesanddestinations

EntersinformationintotheAir Travel Authorizationformandobtainsapprovalfromdepartment head

Givesthe ATA to thecardadministrator topurchasetheflight

PrimaryCardAdministrator

Purchasesairlinetickets

Reconcilescardactivity

Submits ExpenseReportsandATAs to theTravel Coordinator

SecondaryAdministrator

Performsall dutiesof thePrimaryAdministrator inhisor herabsence