Travel Card Policy and Procedures

Travel Card Policy and

Procedures

Document Approval (signature/date)

Chief Financial Officer: __________________________________________________________________ George Clark

10/4/2021

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 2 of 9

Contents

1.0 PURPOSE .............................................................................................................................. 3

1.1 T-Card Program Description ................................................................................................. 3

2.0 AUTHORITY AND ELIGIBILITY ............................................................................................. 3

2.1 Authority ............................................................................................................................... 3

2.2 Eligibility ............................................................................................................................... 3

3.0 PROGRAM DESCRIPTION: ................................................................................................... 4

3.1 SLAC T-Card Types ............................................................................................................. 4

3.2 Application Approvals ........................................................................................................... 4

4.0 RESPONSIBILITIES ............................................................................................................... 5

4.1 Travel Cardholder and Administrator Responsibilities .......................................................... 5

4.2 Card Expiration / Suspension / Cancelation ......................................................................... 6

4.3 Travel Card Spending Limits, Restrictions and Declined Transactions ................................. 7

4.4 Proper Use and Misuse ........................................................................................................ 7

5.0 IMPLEMENTATION ................................................................................................................ 8

6.0 DEFINITIONS AND ACRONYMS ........................................................................................... 8

7.0 REVISION HISTORY .............................................................................................................. 8

8.0 REFERENCES ....................................................................................................................... 8

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 3 of 9

1.0 PURPOSE

The SLAC Travel Card (T-Card) is a JPMorgan Chase (JPMC) MasterCard used for travel-

related business transactions. Travel Cards (T-Cards) are the required method of payment

for booking official business travel on behalf of SLAC. Travel expenses charged to the SLAC

T-Card are paid directly by SLAC to JPMC. The T-Card is a safe and easy-to-use payment

method. It can be used wherever MasterCard is accepted and reduces the need for

reimbursements with respect to allowable expenses.

1.1 T-Card Program Description

All employees are required to use the SLAC T-Card for SLAC official business travel and are

responsible for ensuring that all charges comply with

SLAC's Travel and Reimbursement

Policy and this SLAC T-Card Policy. There will be a transitional period from 10/4/2021 –

11/30/2021 where employees who used their personal card can seek reimbursement.

Beginning 12/01/2021 the T-Card policy mandate will be enforced, with any exceptions being

approved by the Controller. Transactions must be properly supported and reconciled with an

approved travel request in Concur. T-Card expenses are auto-fed into Concur with a SLAC

JPMC payment type. T-Card related expenses are required to be marked with a “SLAC

JPMC” payment type in

Concur.

T-Cards should not be used for personal expenses. The T-Card is a SLAC-liability corporate

card, and as such, SLAC has the responsibility for paying T-Card charges directly to the

bank. The cardholder is personally responsible for incurring allowable, allocable, and

reasonable travel costs using their T-Card, and for repaying SLAC for all non-reimbursable

T-Card charges.

T-Card holders who do not comply with SLAC's policies and procedures will have their SLAC

cardholder privileges revoked. Misuse of the SLAC T-Card may result in disciplinary action,

up to and including termination of employment. The SLAC Controller (or designee) reserves

the authority to grant exceptions to this policy to meet SLAC business needs should

extenuating circumstances arise.

2.0

AUTHORITY AND ELIGIBILITY

2.1 Authority

The authority to implement the program requirements has been delegated by the SLAC

CFO to the SLAC Controller. This policy identifies specific requirements, roles, and

responsibilities for Travel@SLAC

, supervisors, and employees. This policy applies to all

Laboratory employees who have a SLAC T-Card and a travel pre-authorization in

Concur.

2.2 Eligibility

Each T-Card application will be approved by the Business Manager then assessed by

Travel@SLAC

for eligibility, and is contingent upon the following requirements:

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 4 of 9

• The T-Card applicant has an active employee status per SLAC Human Resources

• All SLAC employees including staff with the job classification of CWR-SU

(Contingent Worker - Stanford University) are eligible. The definition of CWR-SU

can be found on the SLAC HR website

• A completed SLAC T-Card online application has been submitted

• T-Card applicants have reviewed the

SLAC T-Card Reconciliation Quick Start

Guide

• T-Card applicants have completed the required cardholder training

3.0

PROGRAM DESCRIPTION:

3.1 SLAC T-Card Types:

Travel@SLAC is making two T-Card types available for use:

A. SLAC Individual T-Cards

• Issued to, and used only by, an active SLAC employee or an employee with job

classification CWR SU

(Contingent Worker – Stanford University) on official SLAC

business travel with pre-authorization in Concur

• Click here to apply for the SLAC Individual T-Card

B. SLAC Department T-Cards

• Issued to an individual who is an active SLAC employee (e.g., Travel

Administrator), and is assigned as the cardholder for a directorate/department.

This role has additional responsibilities that are outlined in section 4.0

(Responsibilities section) of this document

• Department T-Cards should only be used for pre-authorized SLAC travel-related

purchases for new hires, visitors, sponsored guests, faculty (non CWR-SU

employees), students (non CWR-SU employees), postdocs (non CWR-SU

employees) and fellows

• Click here

to apply for the SLAC Department T-Card

3.2 Application Approvals

A completed T-Card application will be routed for approval to the Business Manager then

assessed by Travel@SLAC for eligibility.

Card Activation

Travel@SLAC will process the T-Card application upon receipt. If the cardholder

experiences any issues with the card status, they should contact Travel@SLAC

Card Delivery

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 5 of 9

Once the application is approved the card will be delivered to the card delivery address

provided on the JPMC card application Cardholders are responsible for providing the correct

address on the application for security.

4.0

RESPONSIBILITIES

4.1 Travel Cardholder and Administrator Responsibilities

1. Criteria for Business Manager Approval

Directorate Business Managers will approve new T-Card applications. They will need to

acknowledge:

• Both the traveler and approver are familiar with the SLAC Travel & Expense and

SLAC T-Card policies

• Applicant is an active SLAC employee or an employee with job classification

CWR

SU (Contingent Worker – Stanford University)

• The employee is aware the card must be used for SLAC business travel

• Required training has been completed by the employee

2. Securing Travel Cards:

Cardholders are expected to always keep their T-Card in a secure location and are

responsible for all charges made to their card. The only person authorized to use the T-

Card is the person to whom the card is issued (i.e., the T-Card holder). Employees should

not utilize their Individual T-Cards to book someone else’s travel. Department T-Cards can

be used to book travel for new hires, visitors, sponsored guests, faculty (non CWR-SU

employees), students (non CWR-SU employees), postdocs (non CWR-SU employees)

and fellows.

3. Reconciliation of Travel Card Charges:

Cardholders (or their delegates in Concur) are responsible for reconciling T-Card charges.

The cardholder can refer to the Adding JPMorgan Expenses Quick Start Guide

Cardholders should reconcile travel charges in Concur as soon as possible not to exceed

30 calendar days of trip end date. Untimely T-Card expense reconciliation may impact

future card use and official business travel privileges. Charges must be assigned to the

required Project Activity (PA) codes provided by the traveler’s department. T-Card

charges appear in Concur within 2-4 days of the transaction date. The cardholder should

review the charges in their Concur account and report or dispute any erroneous charges

to JPMC and

Travel@SLAC.

4. Reporting Lost or Stolen T-Cards and Erroneous Charges:

Cardholders are responsible for promptly disputing any charge suspected to be

erroneous or fraudulent and should contact Travel@SLAC without delay. When a dispute

is warranted, T-Card holders should contact the merchant first and try to resolve the

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 6 of 9

dispute, or contact JPMC directly. Charges can only be disputed with JPMC within 60

days from the date the transaction is posted. Failure to resolve a dispute in this

timeframe may impact T-Card privileges and the disputed amount may need to be repaid

to SLAC.

Since many merchants use centralized clearing houses for credit card processing, the

name and location of the merchant on the associated transaction may not initially be

recognized by the cardholder. Before disputing, the cardholder should check expenditure

records carefully in Concur and/or contact the merchant to validate whether the charge is

indeed an error. If a T-Card is lost or stolen, cardholders should immediately contact

JPMC to request cancellation and reissuance utilizing the number on the back of the card,

then contact Travel@SLAC

Erroneous charges should be resolved directly with JPMC no later than 60 days from the

date incurred. After the dispute/claim is filed cardholders should contact their directorate

business staff and Travel@S

LAC to address any unresolved erroneous charges.

5. Retaining Receipts

Cardholders are responsible for retaining and submitting receipts for charges made to

their T-Card in accordance with the SLAC Travel and Reimbursement Policy

6. Paying Personal Amounts:

The T-Card must not be used for personal expenses, except for incidental expenses that

cannot be easily separated from a business charge. For example: hotel room service or

entertainment such a movie charge on a hotel folio. If charges such as these cannot be

easily separated at the time of billing, then a manual adjustment

as a negative amount

within the Concur expense report will need to be completed by the traveler. If the personal

expense cannot be offset by an expense report in Concur, please contact

Travel@SLAC

for information as these personal expenses will need to be repaid to SLAC.

4.2 Card Expiration / Suspension / Cancelation

Approximately two weeks prior to the T-Card expiration date, a renewed T-Card will be

sent by JPMC.

Some situations in which a T-Card may not be automatically reissued are listed below:

• The T-Card has not had any transaction activity for 18 consecutive months from

date of issue or last transaction. In this instance, the employee will need to re-

apply.

• SLAC has identified improper use of the T-Card so the card has been canceled.

• T-Card charges have not been reconciled in Concur per section 4.1

(Reconciliation

of Travel Card Charges) of this policy.

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 7 of 9

If an employee's T-Card was not automatically reissued and the employee would like to

continue as a cardholder, they should contact Travel@SLAC

1. Card Suspension by SLAC

A T-Card will be suspended by SLAC if any of the following conditions are met:

• Misuse (as defined in section 4.4

of this policy) of the T-Card

• Failure to comply with the T-Card policy and the SLAC Travel and Reimbursement

policy

Reactivating Suspended Cards: A suspended T-Card can be reactivated, using the same

card number, when Travel@SLAC has determined the Cardholder to be eligible to

continue using the T-Card.

2. Card Cancellation by Cardholder

Cardholders who want to cancel their T-Cards should email Travel@SLAC

3. Card Cancellation by SLAC

The T-Card is valid only while the cardholder is on active payroll status and while the

cardholder is using the T-Card in accordance with the SLAC T-Card policy. The T-Card

will be cancelled and deactivated by SLAC on the date the employee leaves SLAC or

upon misuse. The T-Card should be returned to SLAC HR on the cardholder’s last day of

employment.

4.3 Travel Card Spending Limits, Restrictions and Declined Transactions

1. Spending Limits and Restrictions

During the T-Card application process, the monthly spending limit for the card is

established by Travel@SLAC. Changes to spending limits can be requested by contacting

Travel@SLAC

2. Declined Transactions

There are instances when a T-Card transaction is declined by the merchant or the bank.

Some common reasons for declined transitions include the following:

• The merchant has recorded incorrect T-Card details (e.g., card expiry date)

• The card’s specified allowable spending limit is exceeded

• The vendor’s Merchant Category Code (MCC) is excluded from the T-Card’s MCC

settings

If a T-card purchase is declined for a reason unclear to the cardholder, they should

contact JPMC or Travel@SLAC for clarification.

4.4 Proper Use and Misuse

The following list includes the allowable and proper use for the SLAC T-Card:

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 8 of 9

• Air, rail, bus, taxi, rideshare services, and shuttle transportation

• Car reservations/rentals and automobile-related expenses, such as fuel, tolls, and

parking

• Hotel reservations, guarantees, and accommodations

T-Card Misuse, Audit and Misuse Investigation:

Intentional use of the T-Card for purposes other than official and approved SLAC travel

requirements constitutes fraud and may be subject to legal action. Sharing the card or

card account details constitutes misuse and may render the cardholder subject to criminal

fines and penalties. Any cardholder who misuses the privilege of the T-Card or

participates in fraud will, at minimum, lose the privileges extended with issuance of the T-

Card, and in addition may be subject to further disciplinary action up to and including

termination, and could be criminally liable for misuse of federal funds.

SLAC employees must report known or suspected misuse of a SLAC T-Card, regardless

of magnitude, to their immediate supervisor and to Travel@SLAC. If required, the

Stanford University Institutional Compliance Helpline can be reached by email

or phone at

(650) 725-0076 for additional assistance with these matters. Reports may be made

anonymously.

5.0 IMPLEMENTATION

This document is effective on the date of issue.

6.0

DEFINITIONS AND ACRONYMS

Concur: Travel and expense reimbursement tool used by SLAC

CRW SU: Contingent Worker (Stanford University) As defined by SLAC HR

DOE: U.S. Department of Energy

JPMC: JPMorgan Chase

MCC: Merchant Category Code, four-digit number used to classify a business by the type

of goods or services it provides

T-Card: SLAC Travel Card, the JPMorgan Chase MasterCard used for travel-related

expenses at SLAC

7.0

REVISION HISTORY

Revision

Date Released

Description of Change

000

10/04/2021

Initial release

8.0 REFERENCES

• SLAC Travel Policies and Procedures

Travel Card Policy and Procedures

Effective Date: October 4, 2021 BTS-2021-073-R000 Page 9 of 9

• SLAC Institutional Policies

• Concur QuickStart Guide: Adding JPMorgan Expenses to an Expense Report

• SLAC Travel Card Website

• Stanford University Code of Conduct

• Federal Acquisition Regulation (FAR) regulations pertaining to travel-related expenses