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Section 9: Travel

Travel Cards

Effective Date:

08/15/11

Approved By:

Associate Vice President for Financial Affairs

Last Revised On:

06/22/18

For Assistance Contact:

Procard/Travel Card Administration (PTCA)
Assistant Vice President, Financial Affairs and Controller

PURPOSE/SCOPE

To provide guidance to authorized University of Texas at San Antonio (UTSA) travelers for obtaining, using, safeguarding, and paying travel-related expenses charged to the Corporate Liability Individual Billed Account (CLIBA) card and Travel Advance Card (TAC).

AUTHORITY

UTSA is authorized by the Texas Comptroller of Public Accounts to participate in the Citibank® Travel Card Program and issue state-authorized travel cards to eligible travelers.

Travel costs are regulated by the following governing authorities. At a minimum, UTSA must comply with the rules and requirements set forth by these agencies, although UTSA may also choose to be more restrictive:

  • State of Texas Travel Regulations Act (Travel Act)
  • General Appropriations Act
  • The University of Texas (UT) System Board of Regents’ Rules and Regulations require institutions to issue travel regulations covering authorization for travel and reimbursement for approved travel
  • Official interpretations of the Travel Act as made by the Texas Comptroller of Public Accounts
  • Internal Revenue Service regulations (IRC §162 and various rules) stipulate those expenditures that may be treated as non-taxable reimbursements and the corresponding documentation requirements
  • The United States General Services Administration

UNIVERSITY GUIDELINES

Table of Contents

A. Overview

The Corporate Liability Individual Billed Account (CLIBA) card and Travel Advance Card (TAC) are UTSA's preferred payment methods for travel-related expenses.

Travel cards (CLIBA cards and TACs) are issued to eligible travelers to minimize out-of-pocket expenses associated with official UTSA business travel and are administered by Procard/Travel Card Administration (PTCA) and Disbursements and Travel Services (DTS).

Use of the CLIBA card and TAC for charges other than official state business, including personal use, is a direct violation of the state's contract with Citibank, the State of Texas Charge Card Program and Texas Administrative Code §125.8.

1. Travel Advance Card (TAC)

The TAC is a Citibank MasterCard® debit card used for eligible travel purchases and reloaded with funds on a per trip basis (domestic and international travel destinations). The TAC is administered by DTS.

The TAC is the preferred method of issuing travel advances in an attempt to limit paper checks and keep settlement of unused advance funds to a minimum.

Additional Features:

  • Limited Access:The TAC requires activation and remains active through the trip return date. The traveler should not attempt to use the TAC prior to the authorized first day or after the last day of the trip.

    The TAC can be refreshed for future authorized travel. See Safeguarding and Returning Travel Cards for more information.
  • Embossed Name: The TAC is issued in the traveler's name, as it appears on the Travel Advance Request form (TAR form). The request must be submitted 10 business days prior to the trip departure date. A TAC may be issued without an embossed name as an exception with prior approval from DTS. TAC may be issued without an embossed name as an exceptionwith prior approval from DTS.
  • Credit Limit: Based on the estimated travel expenses as listed on an approved TAR form. The traveler should not exceed the approved travel advance amount.
  • Maximum Number of Cards Issued to a Department: Based on the number of employees who have approval to receive a travel advance.
  • Allowable Expenses:
    • Meals and incidental expenses (M&IE)
    • Lodging
    • Transportation
      • Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)
      • Car rental and fuel
      • Airfare
      • Parking and tolls
  • Registration: (conference training course fees and membership fees when associated with conference registrations)
  • Other expenses: See Other Expenses, a section of Financial Management Operational Guideline (FMOG) - Travel Reimbursement
2. Central Liability Individual Billed Account (CLIBA) Card

The CLIBA card is a MasterCard® Credit Card to be used only for authorized travel expenses pursuant to a cardholder agreement and application.

Additional Features:

  • Unlimited access: After one-time activation by cardholder.
  • Credit Limit: Based on estimated monthly requirements as approved by Financial Affairs.
  • Embossed Name: Issued in the name of an individual, not department.
  • Maximum Number of Cards Issued to a Department: No restrictions, provided the individuals are approved by the Department Manager and accountable for following the responsibilities contained in the cardholder agreement.
  • Allowable Expenses:
    • Lodging
    • Transportation
      • Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)
      • Car rental and fuel
      • Airfare
      • Parking and tolls
  • Registration: (conference training course fees and membership fees when associated with conference registrations)
  • Other expenses: for examples see Other Expenses, a section FMOG - Travel Reimbursement

B. Responsibilities

The cardholder is responsible for safeguarding the travel card and account number at all times.

The cardholder must:

  • Safeguard the travel card and account number at all times.
  • Not allow anyone else to use the travel card to complete in-person or online-initiated charges or sign a charge receipt.
    NOTE: Online or telephone-initiated charges may be authorized by the cardholder on behalf of other UTSA travelers provided those charges are for official UTSA travel and allowable reimbursable costs. Travel must be authorized in advance by the traveler's supervisor before any charges can be applied to a travel card.
  • Purchase airfare through the UTSA and UT System-wide contracted travel agencies (Corporate Travel Planners, Anthony Travel, Inc. or via the online reservation system Concur). State regulations require that a state-issued credit card be used for airfare purchases using state or federal funds.
  • Reserve and pay for car rentals through the UTSA and UT System-wide car rental agencies (Avis/Budget, Enterprise/National or Hertz) via the online reservation system or Concur.
    NOTE: In order to ensure the UTSA/UT System-wide car rental prices are received, the reservation must include the car rental agency contract codes. Please contact DTS to obtain these codes.
  • Ensure all purchases directly benefit UTSA and are compliant with UTSA, state and federal laws, rules and regulations.
  • Review the monthly travel card statement to ensure all charges are authorized and report any unauthorized charges and/or billing errors to Citibank before the payment due date. See Transaction Disputes for more information.
  • Ensure all authorized charges resulting from use of a travel card are paid in full by the 20th of each month, not the payment due date on the TAC or CLIBA card statement.
  • Obtain itemized receipts or other forms of supporting documentation for each purchase as required by FMOG − Travel Reimbursement.
  • Attend AM0573 Travel Card Process prior to receiving a new CLIBA card.
  • Stay abreast of travel changes by attending or reviewing UTSA travel-related training or FMOGs.
  • Notify Citibank if a travel card is lost, stolen or damaged. See Lost, Stolen or Damaged Travel Cards for more information.

Department Managers may request the inactivation or cancellation of a travel card within their department/college at any time at their discretion. Temporary deactivation of a travel card is required when the cardholder is expected to be out for an approved extended leave.

Responsibilities can only be delegated in accordance with FMOG – Delegation of Financial Approval Authority. If administrative tasks are delegated, the Department Manager retains primary responsibility for ensuring that transactions are appropriately reviewed, approved, documented and completed in a timely manner. The Department Manager must also ensure that:

  • Sufficient funds are available to pay the monthly travel card statement balance
  • Payments are processed by the internal deadline to ensure compliance with the Texas Prompt Payment Law
  • Departmental procedures have been established for timely processing of the travel card statements by the 20th of each month.

C. Cardholder Eligibility

Travel cards (TACs and CLIBA cards) may be issued to faculty and staff to pay for allowable expenses while traveling on official UTSA business. TACs may be issued to student employees when travelling in the capacity of an employee.

NOTE: If travel occurs more than three times per calendar year, it is recommended that a CLIBA card be obtained. A TAC is recommended for eligible travelers that travel three times or less per calendar year.

Students participating in study abroad, national student exchanges, student teaching internships, practicums, observations and those attending athletic events held out of town, including NCAA Division I athletes, are eligible for the TAC only if obtained by the Student Advance Responsible Party (see FMOG - Travel Advances).

Prospective employees and prospective students are not eligible for travel cards.

Travel cards are issued in the name of an individual. Departments can have one or many CLIBA cards; however an individual, typically the Department Manager/supervisor, is responsible and required to sign a cardholder agreement, in addition to the cardholder.

For student requirements and eligibility for Travel Advance Cards, see FMOG - Travel Advances and Handbook of Operating Procedures (HOP) 5.18 − Travel or Events that Involve Students and Other Non-Employee Participants.

D. How to Request and Pickup a Travel Card

Travelers may request and arrange topick up a travel card as follows:
  • TAC:
    1. The traveler submits a completed and approved TAR form.
    2. The TAC may be requested up to 60 days in advance of the trip departure date to allow the traveler time to confirm or book travel arrangements, for example, lodging and/or airfare.
    3. DTS notifies the cardholder when the TAC is available for pickup. The cardholder must pick up the card in person and provide a valid photo ID and cannot send a proxy.
  • CLIBA:
    1. Traveler submits a completed and approved CLIBA Cardholder Application and Agreement Form to PTCA
    2. A default Cost Center must be included in the application to ensure compliance with the Texas Prompt Payment Law (if payment in full is not completed in the financial accounting system before the 20th of each month, PTCA remits the payment using the default Cost Center). For more information see Past Due Accounts.
    3. PTCA reviews the CLIBA application and notifies the applicant via email if the request has been approved or declined.
    4. If the request is approved, PTCA completes the application process with Citibank and within 10 business days the applicant should receive notice that the card is ready for pickup. See Safeguarding and Returning Travel Cards for more information.

NOTE: The cardholder is also required to attend a training course that is designed to provide information on card usage, security and online access to account information. See Training for more information.

E. Safeguarding and Returning Travel Cards

  1. TACs
    TACs are activated by DTS prior to the trip departure date and remain active until the scheduled return date (as listed on the approved TAR form). A new TAR form must be submitted for any future use of the TAC.
    Upon returning from the scheduled trip, the TAC must be secured as follows:
    • The cardholder or cardholder's administrative department (department) or academic college (college) may retain an embossed card if it will be used by the cardholder for future travel.
    • If there is no longer a future business need, return the TAC card to PTCA with the completed Card Maintenance Request (CMR) Form. Unembossed cards must be returned to PTCA upon completion of the trip. See Completing the Card Maintenance Request (CMR) Form and Canceling and Returning Travel Cards for more information.
  2. CLIBA Cards
    The cardholder activates the CLIBA card by logging onto the Citibank activation website (listed on the sticker on the front of the card) and providing the last four digits of the cardholder's Employee ID to complete the activation process.

    Unlike the TAC, the CLIBA card remains active until the expiration date that appears on the card unless the card is cancelled by the cardholder or department/college. The cardholder must ensure that the card is secure to prevent unauthorized use of the card.

    The cardholder or the cardholder's department/college may request that the card be temporarily deactivated by completing the CMR form. See Completing the Card Maintenance Request (CMR) Form for more information.
    • If a card is no longer in use or there is no longer a future business need, return the card to PTCA with the completed CMR Form. See Canceling and Returning Travel Cards for more information.
    • If the cardholder will be on extended leave, complete the CMR form to temporarily deactivate the card.

F. Credit Card Statements

The credit card statement provides details on all posted activity for the designated billing period. The statement is available for download through CitiManager®. On the next business day after the billing cycle ends, Citibank sends an email notice to each cardholder that the statement is ready for download.

Cardholders and Department Managers must review the credit card statement upon receipt to ensure:
  • All transactions were made by the cardholder and are listed on the report for the correct amount. See Transaction Disputes for more information on unauthorized or incorrect transactions.
  • All transactions are for UTSA business purposes and are in compliance with UTSA travel guidelines.
If the credit card statement contains a credit balance and the cardholder does not intend to purchase travel in the next 60 days, the cardholder and/or cardholder's department may email the PTCA office to request a refund of the credit balance.

The email must include:
  • Cardholder name
  • Last six digits of the card number
  • Amount and date of credit
  • Statement that cardholder is not purchasing travel in the next 60 days and requests a refund of the credit balance

G. How to Make a Payment

Travel cards must be paid in full by the 20th of each month to ensure compliance with the Texas Prompt Payment Law. For more information, see FMOG – Texas Prompt Payment Law. The Citibank Travel Card statement cycle ends the 3rd of every month and statements are available the next business day on the CitiManager® website.

CLIBA card payments are initiated by the department as follows:

  1. The cardholder reviews the CLIBA Card statement to ensure all changes represent allowable expenses.
  2. To authorize payment, a Non-PO Voucher must be created in the financial accounting system. For more information on the Non-PO Voucher process, see the PTCA training listing.
  3. Departments submit the voucher and attach the CLIBA Card Statement, corresponding receipts, and other supporting documentation to DTS by the 20th of each month. If the CLIBA Card statement has charges for expenses other than airfare, receipts for those expenses should also be attached to the voucher. For more information about receipt requirements, see FMOG - Travel Reimbursement.
NOTE: Receipts submitted for CLIBA card payments do not need to be resubmitted when the traveler/department finalizes the Expense Report in UTShare/PeopleSoft. A modified TRS form may be required. See FMOG - Travel Reimbursement for more information.

TAC payments are initiated as follows:
  1. The cardholder reviews the TAC statement to ensure all charges represent allowable expenses.
  2. If the trip has not been completed, the traveler's supervisor reviews the statement. If all charges represent allowable expenses, the supervisor approves the statement for payment and submits the statement to DTS for processing.
    NOTE: The person who approves the traveler's Expense Report or the traveler's supervisor should sign the Citibank statement. See FMOG - Travel Reimbursement for more information.
  3. If the TAC statement reflects charges for an expense other than airfare, receipts for those expenses must be submitted to DTS. See FMOG - Travel Reimbursement for more information.
    NOTE: The traveler/department does not have to resubmit the same receipts when settling travel expenditures via an Expense Report.
  4. The department initiates a Non-PO Voucher for the TAC payment and submits the signed statement and corresponding receipts (if applicable) to DTS.
1. Transaction Disputes

The cardholder must call Citibank upon receipt of the credit card statement and initiate a transaction dispute for any of the following:

  • Unauthorized transactions
  • Billing errors, such as duplicate charges, non-receipt of goods or services, payments not credited for returned goods
  • Quality of goods or services
The cardholder must also complete a UTSA Vendor Dispute form and attach along with the Citibank dispute email confirmation when a payment is submitted for approval.

For more information, see Disputed Shipments or Invoices, a section of FMOG - Texas Prompt Payment Law.

2. Past Due Accounts

If a payment (Non-PO Voucher) is not received by the payment deadline, PTCA charges the cardholder's specified default Cost Center and notifies the department/college to ensure the cardholder settles his/her travel expenses in order to move the expense from the default cost center.

If the cardholder does not settle his/her travel expenses by the 1st of the following month, PTCA may notify the cardholder's direct supervisor, department manager and the appropriate Vice President/President in writing.

Noncompliance with travel card processing deadlines may result in suspension of the cardholder's travel card privileges for a period of 60 days or longer. Repeated noncompliance will result in cancellation of travel card privileges.

Department managers and cardholder’s supervisor may be notified when travel cards are not settled by the 20th of each month.

H. Requesting Transaction Overrides or Credit Limit Increase

The TAC and CLIBA cards can be used for travel expenses as allowed by Merchant Category Code (MCC) restrictions.

As an exception, PTCA may override TAC and CLIBA card transaction restrictions on a per trip basis. Departments/colleges must submit override requests prior to the trip start date via a CMR form. Departments/colleges may also request that certain MCC restrictions be added to a TAC or CLIBA card via the CMR form. See Completing the Card Maintenance Request (CMR) Form for more information.

CLIBA card credit limit increase requests must be submitted via the CMR form approved by the Department Manager and submitted to PTCA for final review and approval. Specify whether the request is temporary or permanent, and include a reason on the CMR form to substantiate the need for an increase. Examples may include, but are not limited to, increased individual travel activity during a short-term period and accommodating travel expenses for an entire department.

I. Canceling and Returning Travel Cards

The cardholder's Department Manager/supervisor must submit a CMR form to PTCA when cancellation of a TAC or CLIBA card is requested for any of the following reasons:

  • Cardholder no longer requires a travel card
  • Cardholder has transferred to a different department
  • Cardholder is no longer employed by UTSA
  • Travel card is damaged
  • Inappropriate use of travel card
  • Close TAC or CLIBA account

The card must be cut in half and submitted with the completed CMR form in-person to PTCA or Fiscal Services (Main or Downtown campus).

PTCA may also cancel TAC or CLIBA cards for non-compliance and notify the Department Manager/supervisor and the cardholder via email.

J. Lost, Stolen or Damaged Travel Cards

If an active TAC or CLIBA card is lost, stolen or damaged, the cardholder must call Citibank immediately. If the travel card is later found, it should be returned to PTCA in-person or by campus mail.

The cardholder may request a replacement card by completing the CMR form. The replacement card will generally be available within 10 business days.

NOTE: CLIBA cardholders are not required to complete another CLIBA Application and Agreement to receive a replacement CLIBA card.

K. Citibank Customer Service and Online Account Access

TAC and CLIBA cardholders can call the Citibank Customer Service Center 24 hours a day, seven days a week at (800)790-7206 or if traveling internationally via collect call at (904) 954-7314 for account inquiries.

Cardholders must provide the last four characters of their Employee ID or their PIN when calling the Customer Service Center. The PIN is provided by PTCA when the card is picked up. If a PIN has not been established, the user must use the last four characters of the Employee ID.

Citibank also allows CLIBA cardholders the ability to grant inquiry access to their travel card account to another individual, referred to as an Authorized to Inquire (ATI). ATI access is limited to UTSA employees only. To add, change or delete an ATI, the cardholder must complete the Citibank Commercial Cards - Add/Change Authorized to Inquire (ATI) Form.

ATIs authorized by Citibank, may call Citibank’s Customer Service Center to perform the following:

  • Account inquiries
  • Request statement copies to be mailed or faxed
  • Place a charge dispute claim
  • Obtain cardholder information

NOTE: ATIs cannot access CitiManager® on behalf of the cardholder.

L. Access to Travel Card Activity by Departments/Colleges

Citibank allows UTSA's department and college offices online access to CitiManager® to view credit card activity for all travel cards issued within their respective division/college. This is referred to as being a Program Administrator (Read Only).

  • Executive Area (President and Vice Presidents): Highest level access. The President and each Vice President may delegate access to one or more (maximum of three) individuals to view travel card activity within their division via the CMR form.
  • College/Administrative Area: Dean, Associate/Assistant Dean or Associate/Assistant Vice President level. Administrators at this level may authorize their fiscal manager and/or delegate (maximum of three) to view travel card activity within their division/college via the CMR form.
The Program Administrator (Read Only) has access to view the following types of travel card activity:
  • Spending by cardholder
  • Available credit, current balance, previous balance and current amount due
  • Disputed amounts
  • Transaction authorizations and declines
  • Daily, cycle and monthly number of transactions
NOTE: Program Administrators (Read Only) cannot call the Citibank Customer Service Center to obtain cardholder transaction information.

M. Training

It is recommended that cardholders attend training upon CLIBA card issuance and renewal (when card expires), or when PTCA announces changes to the Citibank Travel Card Program. At a minimum, all cardholders must certify that they have read and will comply with this guideline. PTCA assists cardholders with accessing and navigating through the Citibank online account system.

Training is also available for Program Administrators (Read Only) to assist with access to the Citibank online account system.

N. Completing the Card Maintenance Request (CMR) Form

The CMR form must be completed for any of the following requests:
  • CLIBA credit limit changes
  • CLIBA default Cost Center changes
  • Card cancellation or temporary deactivation (CLIBA and TAC)
  • Card replacement (CLIBA and TAC)
  • Add/remove international access (CLIBA and TAC)
  • Add/remove MCC Codes (CLIBA and TAC)

The completed and signed form must be sent to PTCA via campus mail, fax, email (scanned copy of original) or in-person for processing. When the requested revisions are made, the requestor will be contacted by PTCA.

DEFINITIONS

Term Description
Merchant Category Codes (MCC) A control used to restrict the types of purchases allowed (MCC restricts what cardholders can purchase).
Department Manager An individual with fiscal responsibility and decision-making authority for UTSA resources who has approval access to commit funding using the institutional financial accounting system.

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

  1. Corporate Liability Individual Billed Account (CLIBA) Cardholder Application and Agreement Form
  2. Travel Advance Request (TAR)
  3. Travel Advance Request (TAC) for Travel Advance Cards
  4. Travel Reimbursement/Settlement (TRS) form
  5. Card Maintenance Request (CMR)
  6. Citibank® Commercial Cards - Add/Change Authorized to Inquire (ATI)

REVISION HISTORY

Date Description
06/22/18 Updated for new travel procedures and requirements.
08/31/17 Updated for new travel procedures and requirements.
05/01/14 Updated DEFINE information for transition to PeopleSoft.
05/30/13 Update UTSA Travel Cards FMOG with new System-wide requirements.

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