New Travel Card Program - Sc

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Travel and Expense ModuleNew Travel Card Program

Today’s Agenda Benefits of the Travel Card ProgramTwo Travel Card OptionsTravel Card LimitsRoles and ResponsibilitiesTravel Card ViolationsMy Wallet - DemoCreating an Expense Report from My Wallet DemoReview Roll Out ScheduleUpcoming CommunicationsResourcesContacts

Benefits of the TravelCard Program Reduce the monetary burden to thetraveler An easier method to handle onlineregistration No longer need to set up a Supplier togo through Payment Request No longer need to go through a travelagency for airfare, therefore saving thefee

Two Travel Card Options Individual Travel Card: Individual travel for airfare,hotel, and registration.– Card holder or Liaison will be responsible for the monthlybank statement/expense report– Department Head approval required– This card can be used for the individual’s travel only Department Travel Card: Airfare and registration forindividuals within the department.– Airfare for employees, students and non-employees– Registration for employees and students– A travel card liaison will be responsible for the monthlybank statement/expense report– Department Head approval required

Travel Card LimitsIndividual Card Limits: 2K Single Transaction Limit - 10K Limit/Month 2K Single Transaction Limit - 15K Limit/Month 3K Single Transaction Limit - 20K Limit/Month 5K Single Transaction Limit - 25K Limit/Month 5K Single Transaction Limit - 30K Limit/MonthDepartment Card Limits: 3K Single Transaction Limit - 20K Limit/Month 4K Single Transaction Limit - 30K Limit/Month 5K Single Transaction Limit - 50K Limit/Month

Roles and Responsibilities Cardholder must be a USC employee. Travel card must be used in accordance with theTravel Policy and Procedures. (FINA 1.00 Travel) Card is to be used only to pay flights, registration,memberships and hotels (only on individual cards)for the legitimate benefit of USC. Cardholder receives card after training with liaisonand execution of Travel Cardholder Agreement. Recurring violations of the policies and procedureswill result in the card being revoked or otherdisciplinary action, including possible employmenttermination.

Travel Card ViolationsIf an expense is charged on the card that is notallowed (meals, first class airfare, etc.):1. The card will be suspended2. The individual will have to reimburse theUniversity and attach a copy of the deposittransmittal to the expense report3. A memo will be required stating they violatedthe Travel Card policies and procedures signedby their department head. (This should also beattached to the expense report.)4. Recurring violations of the policies andprocedures will result in the card being revoked

My Wallet Demonstration

Creating an Expense Reportfrom My Wallet - Demo Demonstration

Travel Card Role OutScheduleGo Live PhaseGo Live DatePhase 1February 10, 2020Phase 2March 9, 2020Phase 3April 6, 2020Phase 4May 11, 2020Phase 5June 8, 2020Note: Operating Units will be added to each phase as we receiveinformation back from the Colleges/Departments.

Upcoming Communications 4 weeks before Training - Targeted TrainingInvitations to individual employees and liaisons toinclude the Travel Card Request form and procedures 1 week before Training – Upcoming TrainingReminder 1 week before Go Live – Travel Card TrainingResource Links Thursday Before Go Live – Travel Card Go Live Steps Go Live Day – Travel Card Go Live Steps

ResourcesController’s Office website:https://www.sc.edu/about/offices and x.php

ContactsPeopleSoft University Financial System website:https://sc.edu/about/offices and divisions/peoplesoft finance/internal/support contacts/Travel Card Email Address: TRVCARD@mailbox.sc.edu

Questions

registration No longer need to set up a Supplier to go through Payment Request No longer need to go through a travel agency for airfare, therefore saving the fee. Two Travel Card Options Individual Travel Card: Individual travel for airfare, hotel, and

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