UNIVERSITY TRAVEL CARD
The Travel Card, issued by American Express, provides State employees who travel regularly on State
business an alternative to using personal credit cards, personal funds, or cash advances from the
Agency or University. Employees can use the card for airline tickets, rental cars and associated fuel
costs, ground transportation (e.g. airport shuttles), lodging, and meals. The employee receives
reimbursement for expenses through normal travel reimbursement procedures and makes payment
directly to American Express by due date. The State of Georgia does not incur any liability associated
with the use of the card. Any fees incurred by the cardholder are the responsibility of the cardholder.
Employees wishing to apply for the American Express State Travel Card must complete the application.
After obtaining the appropriate signatures, please mail the form in a closed envelope to:
University Travel Card Program
Business & Financial Affairs
Box 20419
Once the employee has been approved to apply for an American Express State Travel Card, the Travel
Card Administrator will provide to the applicant by email an access key and an internet link to apply for
the card. Once the application is approved, the Travel Card Administrator will meet with the applicant to
discuss the Travel Card Policy and to complete a Travel Cardholder Agreement.
Employees that are issued an American Express State Travel Card must read the State of Georgia Travel
Card Policy and the State Of Georgia Statewide Travel Regulations.
Cardholder Responsibilities
The travel cardholder has certain responsibilities which include:





Protection of card -- The cardholder must protect the security of the Travel Card and the Travel
Card number at all times. No one may use the card but the person whose name is shown on the
card. If the card is compromised or the card is lost/stolen, the cardholder must contact the Travel
Card Administrator at Savannah State University on the first available business day during normal
business hours at 912-358-4052.
Monthly Reconciliations -- The cardholder is responsible for completing the monthly Activity
Log for the American Express Travel Card. The cardholder must verify each transaction against
the card statement to ensure valid charges are made to the account.
Supervisor Approval -- This individual must be a Dean, Director, Department Head or direct
supervisor of the cardholder. The cardholder cannot be the approver of their own card. The
approver must ensure the following:
o Reviewing the Activity Log and ensuring all the charges made by the cardholder are
appropriate.
o Identify any violations and discuss them with the cardholder. Discussions should be
documented and attached to the Activity Log.
File Retention -- Cardholders must retain a copy of all American Express statements and
corresponding receipts for seven (7) years.
Termination of Employment
Should a cardholder terminate employment with the University, the cardholder will surrender the
card to the Controller’s Office as part of the termination/checkout procedures.
APPLICATION FOR THE AMERICAN EXPRESS ® CORPORATE CARD
@ SAVANAH STATE UNIVERSITY
APPLICATION INFORMATION – PLEASE COMPLETE ALL ITEMS BELOW FOR TIMELY PROCESSING
FIRST NAME / MIDDLE NAME (OPTIONAL) / LAST NAME / SUFFIX:
______________________________________________________________ (AS IT WILL APPEAR ON CORPORATE CARD)
BILLING ADDRESS (HOME ADDRESS): __________________________________________________________________
CITY: ________________________
STATE: _________________________ ZIP: ___________________________
BUSINESS PHONE NUMBER: ______________________ HOME PHONE NUMBER: _____________________________
EMPLOYE ID NUMBER (THIS IS A SEVEN-DIGIT NUMBER): ________________________
Note: This is not the ‘915’ number; Contact HR for ID number if you do not know; lastly, this is also the last seven digits
on the SSU Employee ID Card.)
UNIVERSITY EMAIL ADDRESS: _______________________________________________________________________
SOCIAL SECURITY NUMBER: _______________________________ (REQUIRED; “ON FILE” NOT SUFFICIENT)
DATE OF BIRTH: _________________________________________ (REQUIRED; “ON FILE” NOT SUFFICIENT)
OUR AGREEMENT:
The Applicant and the undersigned Company, through its authorizing officer, (a) request that a Card be issued on
the Company’s account to the Applicant, and (b) authorize the receipt and exchange of credit information on both the
Company and the Applicant, and (c) agree to be bound by the terms and conditions of the Agreement(s) received with
each Card (“Agreement”).
The individual Applicant (a) authorizes American Express to notify the Company if American Express decides to
decline this application, (b) agrees to use the Card issued in connection with a business account opened in the
Company’s name, and (c) agrees to be liable for payment of all charges to the Card in accordance with the terms of the
Agreement.
Payment for charges on the Card account is due in full upon receipt of your monthly statement by the due date
indicated on the card statement. Failure to pay balance by the due date will be subject to payroll deduction for the
traveler, same as with a cash advance. Supervisors are responsible for reviewing activity, verifying appropriateness of
charges, and identifying violations (see Policy).
Applicant hereby represents that the Corporate Card will be used for business or commercial purposes.
__________________________________________________________
______________________________
EMPLOYEE’S SIGNATURE:
DATE:
By signing above I indicate my acceptance of the terms and conditions of the Agreement.
__________________________________________________________
SUPERVISOR SIGNATURE:
______________________________
DATE:
__________________________________________________________
ENTITY PROGRAM ADMIN/TRAVEL CARD ADMIN SIGNATURE:
______________________________
DATE