Travel Card Disbursement Guidelines
The University/Agency Travel Card is designed to be used by employees for all their travel needs. The travel card may be used for Airfare, Hotel, Car Rental, Restaurants, Conference Registrations, Parking and Incidental expenses.
Applying For a Travel Card
When applying for the University/Agency Travel Card, Travel Card Training, course 2114301 in TrainTraq must be completed before submitting the application. When the training is completed download the transcript to attach to the Payment and Travel Card Application. The application will automatically route to the appropriate approvers and sent to the back office for processing.
Applications are processed within 48 hours of receipt. Cards will be mailed directly to the departments by Citibank. Cards should be received within 10–14 business days.
Cardholder Responsibilities
The cardholder is responsible for the security of the card at all times.
Some departments may opt to maintain the cards in a central location to be distributed at time of travel and returned after travel is completed.
Only business-related travel expenses are allowed. No personal expenses may be charged to the travel card.
Please see the System Travel-DART Cardholder Checklist for a full listing of cardholder responsibilities and card uses.
Other Information
Other Information
Protect the card and card number at all times to prevent unauthorized use.
If a cardholder/card administrator notices charges on their card that they have not made or have not authorized by another user, notify the card provider immediately by calling (800) 945-3114 within the US. Outside of the US, call the card provider collect at (904) 954-7314.
Disputed Charges: If a cardholder finds a discrepancy in the Concur transactions the cardholder should contact the supplier and attempt to resolve the problem directly. If the supplier will not rectify the discrepancy, then we have the option to dispute the charge by calling Citibank support using the number listed on the back of the card. If the cardholder has established access to Citibank's web portal, the user can also dispute the charge by locating the transaction and then clicking the dispute option. This will take the user through a series of questions prior to submitting the dispute. If you need assistance with disputing a charge, contact your system member's Payment/Travel Card Office.
Fraud: There are numerous ways for card numbers to be duplicated or appropriated by unauthorized personnel. Be aware of your surroundings when using the card. Protect the card number as much as possible during transactions. When making purchases using a card reader be aware that card skimmers are a potential risk.
The card provider will determine whether the charges are fraudulent. The card provider will then issue a claim number and provide it to the cardholder. This claim number should be documented on the transaction in Concur using the comments field. All fraud must be reported within 60 days of the post date, failure to report within 60 days could result in the loss of fraud rights and would become the responsibility of the department. If you need assistance with reporting a fraudulent charge, contact your system member's Payment/Travel Card Office.