Travel Card Program
State of Georgia
Department of Administrative Services
State Purchasing Division
www.DOAS.GA.GOV
Card Program Overview Topics
Definition of “Travel Card”
Benefits of Using the Card
Using the Travel Card
Allowable Purchases
Prohibited Purchases
Card Program Administrator Responsibilities
Cardholder Responsibilities
Supervisory/Approving Official
Responsibilities
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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What is a “Travel Card”?
 Issued by American
Express
 Employee receives
authorization from
employer to obtain a
travel card
 Issued in the name of
a State employee for
that employee’s use
only
June 1, 2008
 “For Official Use Only”
 Job-related travel
expenses only
 No personal purchases
Department of Administrative Services
Travel Card Program Overview
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What is a “Travel Card”?
 Payment Requirements
 Employee submits
reimbursement request
(expense report) for all jobrelated travel expenses
 Employer reimburses
cardholder based on
submitted, documented
expenses
 Employee submits payment to
American Express for full
balance due
 Accounts 90+ days past due
will be terminated immediately
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Benefits of Using the Travel Card
 Offers employees who travel regularly on State
business an alternative way to pay for job-related
travel expenses
 Use in place of personal credit cards or funds
 Use in place of cash advances from employer
 Employees can use one card to pay for
 Transportation costs
 Meals and lodging
 Management reporting available through American
Express
 Monitor purchases
 Monitor payments
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Allowable Purchases
 Airline Tickets
 Ground Transportation
 Airport shuttles
 Mass transit
 Rental vehicles
 Fuel for non-State owned
vehicles
 Rental vehicles
 Cardholder is reimbursed
for actual cost of fuel
 Personal vehicles
 Cardholder is reimbursed
for mileage
 Cannot claim reimbursement for actual cost of fuel
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Allowable Purchases
 Lodging
 In-State – Use hotel/motel
tax exemption certificate
 Form is available at
sao.georgia.gov/Financial
Reporting/Statewide
Travel Regulations
 Meals
 Refer to SAO per diem
rates in Statewide Travel
Regulations
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Prohibited Purchases
 Card is not to be used for personal purchases under
any circumstances, even if balance will be paid in full.
 Other prohibited purchases:





Cash Advances
Travel Insurance
Entertainment (including movies and games)
Alcohol, even when included in a legitimate meal
Repairs, maintenance, fuel for State-owned vehicles
and equipment
 Cannot be used to accumulate hotel bonus award
points or frequent flyer miles
 Anything not specifically permitted by State Travel
Card Policy
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Where and How to Use the Card
Use for any allowable purchases wherever
American Express is accepted
Over the
counter
(point of sale)
By fax
June 1, 2008
By telephone
Over the
internet
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Card Program Administration
 Resources available on the State Purchasing Division
web site
statepurchasing.doas.ga.gov
State Government
Statewide Card Program
 State Travel Card Policy
 Form SPD-CC001 – Designation of Card Program
Administrator
 Ensures State Purchasing Division has up-to-date
contact information for notification in the event of
program changes or other announcements
 Obtain appropriate signatures/authorizations
 Submit to [email protected]
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Card Program Administration
Standard Statewide Forms Available
SPD-TC001 – Cardholder Agreement (required)
 Cardholder agrees to terms and conditions for use
of the Travel Card
SPD-TC002 – Cardholder Profile (required)
 Use to request/order a card for an employee or to
make changes to personal information
SPD-TC003 – Authorization to Use Travel Card
 Optional form if employer policy requires prior
approval for travel expenses
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Card Program Administration
 Card Program Administrator
Responsibilities
 Develop internal policy and
procedures
 How to request a Travel
Card
 Can only be issued to a fulltime State employee
 Complete Form SPDTC001, Travel Card Profile
 How to cancel a Travel
Card
 Obtain signed Travel Card
cardholder agreements
(Form SPD-TC001)
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Card Program Administration
 Develop and deliver
training to all program
personnel – cardholders
and supervisors
 Topics to Cover
 State Accounting Office
Travel Regulations
 State Travel Card Program
Policy
 Internal Travel Card
Program Policy
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Card Program Administration
 Ensure separation of
duties between charging
expenses and approving
expenses for
reimbursement
 Monitor and/or audit
Travel Card activity to
ensure compliance with
State and internal
policies and procedures
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Card Program Administration
 Encourage employer
reimbursement to the
cardholder for all job-related
travel expenses within 30 days
 Enables employee to pay
American Express in a timely
manner
 Complies with 30-Day Prompt
Pay requirements
 Monitor accounts to ensure
timely payments
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Cardholder Responsibilities
 Comply with Travel Regulations
 State Accounting Office
 Go to sao.georgia.gov
 Click on Financial Reporting
 State Travel Card Policy
 Go to statepurchasing.doas.ga.gov
 Click on Statewide Card Program/Travel Card
 Employer Policies and Procedures for Travel
 Authorization to travel
 Expense reimbursement procedures
 Others
 Consequences of Misuse – Any or all of the following:
 Cancellation of card
 Termination of employment
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Cardholder Responsibilities
 Process travel reimbursement
requests (expense reports) in a
timely manner
 In time to receive
reimbursement from your
employer prior to date payment
is due to American Express
 Pay full balance due to American
Express each month
 Any account verified to be 90
days past due will be turned off
immediately until paid
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Cardholder Responsibilities
 Maintain documentation
for all job-related travel
expenses for seven (7)
years
 Receipts
 Expense reimbursement
forms
 Monthly Statements from
American Express
June 1, 2008
Department of Administrative Services
Travel Card Program Overview
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Supervisory Responsibilities
Ensure cardholders submit travel
reimbursement requests in a timely manner
Review travel reimbursement requests and
documentation for compliance with State and
internal policies
Approve/process reimbursement requests in
a timely manner to ensure prompt payment
By Accounts Payable to the cardholder
By the cardholder to American Express
June 1, 2008
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