Travel Card Updates

June 16, 2024

ULearn Travel Card (TCard) Refresher Training

University Travel Cardholders:

All cardholders who completed the initial 1-hour ULearn course before January 1, 2024, are required to complete the updated Travel Card (TCard) Refresher Training.

The refresher has been assigned in ULearn and appears under My Transcripts. This half-hour course provides an overview of important cardholder information including updates surrounding compliance, policies, and procedures. This course is required every two years. If a cardholder does not complete the training by September 30, 2024, the card will be suspended until the course appears as Completed on the cardholder’s ULearn transcript.

Corporate Card Policy Updates – Workday Task Acknowledgement Requirement

You have been identified as an active Corporate Cardholder. A “Task” in Workday will be assigned to you for acknowledging these policy updates on Thursday, October 26^th.

To avoid the card(s) from being suspended please acknowledge in Workday that you have read the changes within the next 45 days. Failure to do so may result in card suspension. Reinstatements will require supervisor or Cost Center Manager signature.

1. TERMINATIONS

Once the termination process is initiated in Workday the Cardholder, Supervisor and Cost Center Manager will begin receiving email alerts. These daily alerts will provide a list of all outstanding transactions which must be either transferred to another Cardholder in the department or reconciled, submitted, and completely approved prior to the last day of employment.

Failure to comply with Corporate Card Policies could lead to corrective action as outlined in Human Resources Discipline Policy.

2. PERSONAL CHARGES

During an audit should it be found that a cardholder has used either card for personal use  incurring 3 violations within a fiscal year, the card(s) will be cancelled.

A Misuse Form will be sent to the cardholder requesting information as to why the card was used for personal gain. Depending on the severity of the personal charge, HR may be notified which could lead to disciplinary action, up to and including termination of employment.

3. CARD CANCELLATIONS

If a cardholder accrues 3 card suspensions due to non-reconciliation within a fiscal year, the card will be terminated, and the cardholder is not eligible to reapply.

Transactions must be reconciled and completely approved within 60 days.

August 14, 2023

Corporate Cards Initiative Memorandum

Employees Leaving the University (Terminated)  

Once the termination process is initiated in Workday the Cardholder, Supervisor and Cost Center Manager will begin receiving email alerts. These daily alerts will provide a list of all outstanding transactions which must be either transferred to another Cardholder in the department or submitted and completely approved prior to the last day of employment. This will allow Corporate Card Services to properly close the card(s) prior to the employee leaving.

Failure to comply with Corporate Card Services policies could lead to corrective action as outlined in Human Resources Discipline Policy.

Cardholder Draft Alert

EBS to create a cardholder alert when a transaction is in Draft mode. This will assist with cardholders completing the reconciling process and avoid card from being suspended.