Procedures for Travel Card use at Western Washington University.

1. DEPARTMENT TRAVEL CARD
ONLINE TRAINING

2. Department Travel Card Online
Training
Welcome to the Department Travel Card Online Training
• As part of the training, participants are responsible for
understanding the University and State travel policies and
procedures included in this training.
• At the end of the training there is a short quiz. Answer all the
questions, including your name, department, and email
address.
• If you have any questions or problems with this training, call
the Card Administrator at ext. 2080 or email us at
TravelCard@wwu.edu.
• Once you obtain your Department Travel Card, you may use
this online training as a refresher course at any time.

3. What is a Department Travel Card?
• Department Travel Cards are set up for departments to
use to make authorized travel arrangements.
• They are to be used only to purchase airfare, rail/bus
fares/charters, hotel/lodging, vehicle rental and
conference registration.
• Purchases are tied to the department budget and are
charged as such.
• The cards are issued in the name of a University staff
member who will become the authorized Department
Travel Arranger.

4. What are the Benefits?
• For the Traveler:
– No more out-of-pocket expenses
– No more waiting for reimbursements
• Department’s convenience in making travel
arrangements for:
– Faculty and staff
– Prospective employees
– Guest speakers
• Ease of reconciliation for end users

5. How can the Department Travel Card be
used?
• Online Reservations: Print confirmation sheet as
your receipt.
• Phone Reservations: Request receipt be faxed or
emailed to you.
• Mail-in Reservation: Keep a copy of your mail-in
form as your receipt or request a confirmation
receipt be faxed or emailed to you.
Note: Department card is not to be used for in person
purchases.

6. Department Travel Card Purchases
Allows departments to charge ONLY:
• Airfare
• Rail/Bus Tickets/Charter Buses
• Hotel/Lodging
• Conference/Registration Fees
• Vehicle Rental

7. Department Travel Card Resources
• The Department Travel Card is the preferred method
when making travel arrangements for efficiency and
easy reconciliation.
• Department Travel must be in compliance with:
– University Travel Policy POL-U53481.10
– State Administrative & Accounting Manual (SAAM)
• Chapter 10 – Travel
• Chapter 45 – Purchase Card
– Department Travel Card Guidelines

8. Department Travel Card & TEM System
• Prior to making any and all travel arrangements, an
approved Travel Authorization or documentation to
evidence the approved travel must be on file prior to
making travel arrangements and processing payments.
• Refer to the Travel & Expense Management (TEM)
website on how to process a Travel Authorization.
• All travel expenditures placed on the Department Travel
Card must be entered into the TEM system as a non-
reimbursable expense.

9. Roles and Responsibilities
• Financial Manager approves the participation of
Department Travel Card.
• Budget Authority may also be the Approving Official;
they supervise, administer and monitor the
Department Travel Card program, and provide
budgetary and compliance oversight for the
Department Travel Card program.
• Reviewer/Account Reconciler may also be the
Travel Arranger. Administers and controls the use of
the Department Travel Card.

10. Roles and Responsibilities (cont.)
• Reviewer/Account Reconciler may also be the Travel
Arranger:
– Ensures security of the card
– Retains and maintains travel documents/receipts for six (6) years
– Ensures application/agreement are accurate in file
– Ensures purchases are travel related and in compliance
– Notifies the bank and card administrator immediately if the
Department Travel Card is lost, stolen, or compromised to
eliminate department liability for any charges incurred as a result
– Reviews and reconciles transactions using the online payment
system
– Ensures travel authorization is approved prior to making travel
arrangements

11. Roles and Responsibilities (cont.)
• Budget Authority may also be Approving Official:
– Develops internal written procedure(s)
– Responsible for implementation of department
procedure(s)
– Assigns Department Travel Card roles within the
department
– Ensures travel is for official University business
– Approves and reconciles all transactions on the online
payment system
– Requests new Department Travel Card as needed
– Requests changes to existing Department Travel Card
– Ensures each role is performing their duties accurately

12. Booking Airfare
• Airline tickets must be purchased according to State of
Washington regulations. Use of State contract agencies
are recommended.
• Benefits of State Contract Airfares:
– Refundable
– No advance purchase
– No minimum stay or penalties
– Our local state qualified agencies are:
• Bellingham Travel Agency, (360) 733-1270 or (800) 869-7065
• Destinations Travel & Cruise, Inc., (800) 555-0947
• Carlson Wagonlit Travel, (866) 437-3384
• Travel Leaders, (425) 787-6388
– Be sure to let the travel agent know you are a State
employee

13. Booking Airfare (cont.)
• To allow all appropriate means for making and paying for
travel arrangements in the most cost-effective and
efficient manner, effective 6/7/12, airfare no longer has to
be purchased through a contract travel agency or directly
with the airline. The contract is available for use as a
convenience.
• If airfare purchase is made with a third party agency, i.e.,
Expedia, Travelocity, etc., then the Travel Arranger must
reconcile final receipts to include the traveler’s boarding
pass.

14. Vehicle Rental
Enterprise Rent-A-Car holds our current State vehicle
contract, #03710
• Each department can now set up with their own
unique Enterprise account number that is attached
to the department travel card for payment.
• The account number must be provided when making
reservation for a rental vehicle to ensure the rental is
placed on the department travel card.

15. Hotels/Lodging
• Rates must be within the State per diem amounts
specified for your destination city unless one of the
exception rules apply to your situation.
• Finding the proper per diem rate
for your destination is available
on the Travel Services website.
• A copy of the hotel/lodging
checkout statement must be provided to the Department
Travel Card Reviewer and kept on file with records.

16. Reconciliation
• Department Travel Card transactions are reconciled
through JPMorgan Payment Net System to ensure
proper account codes are assigned to the transactions
charged.
• Transactions must be reviewed and approved online by
two people, the Reviewer/Account Reconciler and the
Approving Official.
• Transactions are downloaded to Banner weekly and
monthly. Transactions must be reviewed and approved
by the monthly download deadline.

17. Supporting Documents
• Each transaction must be supported with proper
documentation:
– Airfare itinerary; change fee (if any)
– Hotel/lodging statement
– Rental car agreement
– Train/rail itinerary
• Any document that supports evidence of purchase.
Documents must contain:
– Purchase date(s)
– Travel/use date(s)
– Amount(s)
– Merchant name(s)

18. Supporting Documents (cont.)
• Traveler responsibilities:
– Obtain supporting documents
– Submit documents to card reconciler immediately
– Submit documents to reconcile prior to the monthly
download

19. Department Travel Card Contacts
Card Services Travel Services
Brenda Ancheta
(360) 650-2080
brenda.ancheta@wwu.edu
TravelCard@wwu.edu
Services:
• Request for Department Travel Card
• Changes to profile
• Deactivate/close account
• Policies and procedures
• Resolve declined transactions
• Report lost/stolen cards (contact
PaymentNet first at (800) 780-7158)
Samantha Zimmerman
(360) 650-3341
Samantha.zimmerman@wwu.edu
Contact Samantha for all other travel
related questions.
For more information about Travel, visit
the Travel website.

20. Department Travel Card Provider
• JPMorgan Chase: Available 24/7
• Customer Service: (800) 270-7760
• To Report Lost/Stolen Card: (800) 780-7158
• PaymentNet is a web application maintained by the
card issuer, JPMorgan Chase which allows the
Reviewer/Account Reconciler and Approving Official
to access travel card transactions online 24/7.

21. Department Travel Card Training
Thank you for your participation!
If you have any questions or comments, please contact the
Department Travel Card Coordinator at ext. 2080
or TravelCard@wwu.edu.

22. Department Travel Card Quiz
• This is the end of the Department Travel Card
presentation. You are now ready to take the quiz.
• Quiz Instructions:
– Choose one answer for each of the following
questions.
– Fill in your name, department and email address at
the end of the quiz.
– Press the SUBMIT button to email your test answers
to the Travel Card Coordinator.
Click here to begin quiz