ÌÇÐÄvlog

• ÌÇÐÄvlog Diners Club Travel Card Member Agreement (PDF)
• BMO Diners Club Cardmember Application (PDF)

Generally, the Diners Club Travel Card (Travel Card) is reserved for the use of authorized staff in Admissions, Athletics and for faculty/staff participating in Study Abroad programs. An employee can request a Travel Card from the Assistant Director of Accounts Payable.

If the request is approved by Accounts Payable, the employee needs to sign both the ÌÇÐÄvlog Diners Club Travel Card Member Agreement (PDF) and the BMO Diners Club Cardmember Application (PDF). Both documents require supervisory approval. The procedures below supplement the aforementioned Card Member Agreement and Cardmember Application. The cardholder is required to abide by all of these policies and procedures to avoid revocation of card privileges. There is a six-month waiting period for Diners Cards for new employees and introductory training is required. If card privileges are revoked, re-training is required prior to card reinstatement.

The ÌÇÐÄvlog (ÌÇÐÄvlog) Diners Club Travel Card (Travel Card) can be used anywhere where Mastercard is accepted and is generally used to purchase the following while on University-related, pre-approved travel or other pre-approved activities:

• Conference registration (Only when required with associated travel);
• Transportation;
• Lodging (Cannot be used for Airbnb);
• Rental vehicles;
• Parking and tolls;
• Meals (Only for student travel. Meal costs for employees must be submitted via Expense Reimbursement.); and
• Educational supplies related to pre-approved Study Abroad travel.

The Travel Card may not be used to purchase in-town food, retail or any other purposes not related to the University.

The following are examples of unallowable Travel Card purchases and examples of Travel Card uses that are inconsistent with University policies and procedures. The list provides some examples and is not exhaustive.

Examples of Unallowable Purchases:

• Personal expenses;
• Food during individual travel;
• Retail purchases (unrelated University travel purchases);
• Expenses for spouses, partners, children and others not involved with ÌÇÐÄvlog business;
• Airline seat upgrades;
• Gift cards;
• Gifts of sentiment (i.e., flowers, candy, birthday/retirement gifts, etc.);
• Books, periodicals, subscriptions, etc.;
• Alcoholic beverages;
• Services or purchases that exceed delegated authority;
• Artificially breaking a single transaction into multiple transactions to mask a total cost that exceeds delegated authority; and
• Payment for travel secured with an agreement or contract that has not been signed by the ÌÇÐÄvlog Procurement Office.

The cardholder is responsible for ensuring that Travel Card documentation and receipts are provided in accordance with Travel Card deadlines and are maintained in accordance with University policies.

1. A Spend Authorization should be completed prior to charges made prior to travel (airfares, registrations, hotel reservations). The Spend Authorization MUST be in the name of the cardholder whose card is being charged.  
2. The cardholder must reconcile the charges in Workday to include all applicable receipts for all travel-related expenses within ten (10) calendar days from travel conclusion.
3. Receipts must be original and itemized (show items purchased). For example, it is insufficient for a restaurant receipt to just have a total charge. The receipt/ticket that indicates the individual items with prices must be remitted. If itemized receipts are not provided and the purchase cannot be substantiated in some other manner, then the University may seek reimbursement from the cardholder as noted in 4. A missing receipt affidavit must be completed for every receipt unaccounted for that has to be substantiated by other means.  Excessive missing receipts may result in revocation of card privileges.
4. The cardholder must reimburse the University within ten (10) calendar days of travel conclusion for any unauthorized and/or unsubstantiated charges to the Travel Card. Failure to provide receipts and/or to reimburse the University by the deadline may result in the immediate cancellation of the Travel Card and disciplinary action. In the event the cardholder leaves the University prior to the cardholder fully reimbursing the University, the University will deduct the outstanding balance from the last payroll and pursue subsequent collection efforts in accordance with university and state procedures.
5. The cardholder is responsible for ensuring that Travel Card documentation and receipts are provided in accordance with Travel Card deadlines and are maintained in accordance with University policies. A Diners Card Missing Receipt Affidavit (PDF) shall be completed for all missing receipts that cannot be substantiated by other means.

ÌÇÐÄvlog Travel Card cardholders are responsible for all charges made to their Travel Card and for retaining required records and receipts for all transactions until they are reconciled in Workday. Cardholders are responsible for always securing the Travel Card and the Travel Card account number.

If a card is cancelled because the cardholder is leaving the University or no longer needs or requires the card, the Travel Card must be returned to the Administration & Finance office, Holloway Hall Room 228, immediately. Any failure to return the Travel Card within the prescribed timeframe may result in disciplinary action.

In the event the Travel Card is lost or stolen, notify Diners Club and the ÌÇÐÄvlog Travel Card Administrator (Accounts Payable, 410-543-6079) Program within twenty-four (24) hours of such event. Any failure to report the loss or theft of the Travel Card within twenty-four (24) hours of such event may result in the cardholder being liable for any unauthorized charges. In the event of any unauthorized transactions on the Travel Card, the cardholder should notify Diners Club and the Travel Card Program upon notice.