Administrative Manual - 402 Travel
402.06 JSA/Jefferson Lab Travel Credit Card
Attachment 1: Jefferson Lab Credit Card Procedures
A-1.a. The Process |
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A-1.b. Unallowable Expenses |
Expenses that cannot be reimbursed with DOE funds, include but are not limited to:
NOTE: The Travel Card may be used on any of the above purchases/charges during official travel related business, but will not be reimbursed to the traveler out of DOE funds. |
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A-1.c. Resolving Problems |
If the problem is... |
Follow these steps... |
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Non-reimbursable expenses were charged on the card while on official business travel. |
1. Pay the total balance due on the statement by the statement due date. |
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Personal purchases, either intentional or unintentional, were charged to the Travel Card.
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1. Notify the OPOC immediately upon discovery.
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A-1.c. Resolving Problems |
Purchase Card purchases or Tuition Assistance Fees, either intentional or unintentional, were charged to the Travel Card. |
1. Notify the OPOC immediately upon discovery. |
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Cash Advance for personal use was unintentionally charged to the Travel Card. |
1. Notify the OPOC immediately upon discovery. |
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A-1.d. Reconciliation |
Statement cut off date is the 27th of each month. Monthly statements will arrive at your statement address the first week of each month if there is at least one transaction (debit, credit or payment) during the billing cycle. Cardholders are responsible for reconciling the statement against their travel expense reports to verify all charges were authorized and all allowable expenses were reimbursed. |
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A-1.e. APPROVING OFFICIAL |
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Establish Credit Limit |
1. Upon receipt of a Request and Authorization for a Travel Card, check the application to ensure all fields have been completed by the cardholder except the Credit Limit field. |
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Unauthorized charges, misuse or Past Due Accounts. |
Upon notification from the OPOC, counsel the cardholder. Determine when unauthorized charges or past due amounts will be paid. Should circumstances warrant, identify with Human Resources the appropriate disciplinary action. |
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A-1.f. DISPUTES |
If an item on the statement will not be paid in full or part, complete a Dispute form, obtained from the bank or Travel Services. First, contact the merchant to attempt to resolve the problem. |
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Disputes - Cardholder |
Note the name of the merchant contact person who is handling the problem, their phone number and a brief explanation. |
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Disputes - OPOC |
Act as the liaison between the bank and cardholder to ensure that Disputes are properly managed and resolved if asked by the cardholder to intervene.
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A-1.g. LOST AND STOLEN CARDS |
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Cardholder |
Immediately notify Bank of America: 24 HOURS/7 DAYS A WEEK: call 1-888-449-2273, or outside the U.S., call collect at 602-597-4438 |
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Note: A card that is subsequently found by the cardholder after being reported lost or stolen must be destroyed. |
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A-1.h. TERMINATION OF EMPLOYMENT OF A CARDHOLDER |
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Cardholder |
Surrender the card to the OPOC. |
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OPOC |
Destroy the card and electronically cancel the card through on-line connection or via telephone. |