The UMass Corporate Travel Card provides many important features to employees who travel on business for UMass. Please read the following before using your card.
1. Introduction
2. Use of the VISA card
3. How your VISA bill is paid
4. Delinquent Accounts
5. Automobile Rental Insurance
6. Checks and ATM Cash Withdrawals
7. Transaction Fees
8. Important Travel Contacts
9. UMass Designated Travel Agencies
Note: More information can be found in Your VISA Card Guide to Benefits.
I. INTRODUCTION
The UMass Corporate Travel Card provides many important features to employees who travel on business for UMASS. It facilitates payment of travel expenses and provides essential data to the University. In addition, it provides car rental insurance at no cost, and is the method to obtain cash for out-of-pocket expenses that cannot be made on the UMass Corporate Travel Card. Important information about your UMass Corporate Travel Card can be found in the Agreement Between Corporate Cardholder and U.S. Bank, which was included with your UMass Corporate Travel Card.
II. Charging Travel
The UMass Corporate Travel Card may only be used for University travel and approved business expenses. Personal charges may not be made on the card. Shortly after the 21st of each month, a billing statement will be mailed
to your campus address. Accounts are payable in full each month. Because the UMass Corporate Travel Card is an individual liability card, University cardholders are responsible for the charges made to the card and for maintaining their accounts in good standing. The University receives information on spending information details and delinquent accounts.
ALLOWABLE travel and business expenses:
* airfares
* Amtrak fares
* airport parking
* car rentals
* conference registration fees
* travel agency transaction fees
* fuel for vehicles
* ground transportation
* hotels/lodging
* restaurants
* professional memberships
PROHIBITED charges include:
* catalog orders
* equipment
* personal expenses
* subscriptions
* supplies & commodities
* alcohol (refer to the Travel Policy and Procedures Manual)
* entertainment (varies by department)
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III. HOW YOUR VISA BILL IS PAID
Travelers must complete an expense report (TRIP Form) at the completion of each trip. Departmental Certified Travel Preparers can arrange payments for certain pre-trip expenses -- airfare, conference registration, hotel deposits -- and all post-trip expenses directly to your UMass Corporate Travel Card account.
IV. DELINQUENT ACCOUNTS
Suspended Accounts
Corporate Travel Card accounts which become 60 days past due will be suspended (unavailable for use), and a 2.5% late fee assessed on past due amounts. Accounts will automatically reopen when past due amounts are received.
Closed Accounts
Accounts which become 90 days past due will be closed (unavailable for use), and an additional 2.5% late fee assessed on the past due amounts. Accounts that are 90 days past due can only be reopened by calling Campus & Travel Services at (413) 545-0776. NOTE: Late fees are not reimbursable travel expenses.
V. AUTOMOBILE RENTAL INSURANCE
Full value, primary coverage is provided for most rental cars when the entire rental transaction is made with UMass Corporate Travel Cards. Travelers must decline the car rental company’s CDW/LDW coverage to take advantage of this no-cost service. This coverage includes coverage for damage or theft for rentals up to 31 days worldwide. Certain restrictions, limitations, and exclusions apply,
so please refer to the VISA Corporate Services and Benefits notice that was included with your UMass Corporate Travel Card. Call 1-800-VISA-911 with your questions.
Note: This coverage is not provided for vans that carry more than eight (8) or for losses from motor vehicles rented in Israel, Jamaica, or the Republic of Ireland or
Northern Ireland.
VI. CHECKS AND ATM CASH WITHDRAWALS
FIRSTCHECKS
FirstChecks are issued with every new UMass Corporate Travel Card and mailed directly to cardholders shortly after new corporate travel cards are issued. FirstChecks have a $1,000 limit, either alone or when combined with ATM cash withdrawals. Exceptions to this limit may be requested by contacting the UMass
Corporate Travel Card Program Administratorat (413) 545-0776. FirstChecks can be used for travel expenses, such as conference registration fees, where the UMass Corporate Travel Card is not accepted.
ATM CASH WITHDRAWALS
Cash advances have a $1,000 limit, either alone or when combined with FirstChecks. For out-of-pocket expenses, cardholders have access to cash by using worldwide ATMs. PIN numbers are mailed directly to your campus address.
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VII. TRANSACTION FEES
ATM cash withdrawals and FirstChecks incur transaction fees equal to 3% (or a $2.00 minimum) of any transaction amount. The University has determined that ATM transaction fees are reimbursable expenses provided cash advances have not been issued by the Bursar’s Office for the same trip. Travelers should make only one ATM cash withdrawal per trip. FirstCheck transaction fees are fully reimbursable when used as payments for allowable travel/business expenses and when accompanied by original receipts for such expenses.
VIII. IMPORTANT TRAVEL CONTACTS
U.S. Bank Customer Service
1-800-344-5696
Open 24 hours a day, 365 days a year
If outside the U.S., call collect at
(701) 461-2042
VISA Automobile Rental Insurance
1-800-VISA-911 (1-800-847-2911)
Roadside Dispatch
1-800-VISA-TOW (1-800-847-2869)
Roadside Dispatch provides emergency roadside
automotive assistance. Costs are the
responsibility of the card holder.
UMass Corporate Travel Card Program
Program Administrator
Physical Plant Building
Tel: (413) 545-0776
Fax: (413) 577-1772
Email: travel@admin.umass.edu
www.umass.edu/travel
UMass Travel Expense Reimbursements
Travel Unit
Controller’s Office
Goodell Building
Tel: (413) 545-1788
Fax: (413) 545-6088
IX. UMASS TRAVEL CONTRACTS
Worldtek Travel
111 Water Street
New Haven, CT 06511
Tel: (800) 458-1603
Fax: (203) 776-3644
Email: umass@worldtek.com
Vendor code: 0000007855
www.worldtek.com
More information about the University’s travel policies, travel contracts, the corporate travel card program and other travel links can be found on the Travel Services home page: www.umass.edu/travel
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