Card Programs
Individual Liability Travel Card (IL Card)
Individual Liability Travel Cards are available to full-time and part-time faculty and staff who travel more than twice a year. The travel card provides a means of charging expenses incurred while conducting official State business. Students are not eligible to participate in the travel card program. The employee is responsible for paying the Individual Liability Card. The total account balance is payable in full each month, regardless of whether the cardholder has been reimbursed for the expenditures.
Improper Use of the Travel CardImproper use of any travel charge card includes, but is not limited to:
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How to Apply for a Corporate IL CardTo apply for a Corporate IL Card, an employee must submit a request to the Travel Office. The email should contain the Full Name, Home Address, Email, Phone Number, and Date of Birth. The following forms must be completed and submitted to the Program Administrator.
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Maintaining Your Address (Card Delivery/Statement)Cards are mailed to the cardholder’s home address. Cardholders are responsible for maintaining their card delivery and statement billing address (home address only) with Bank of America. The Program Administrator cannot maintain the address. |
Annual Cardholder TrainingAnnual Cardholder training is required. Cardholders will be notified when the training is available. Failure to complete the training will result in the card being temporarily suspended. |
DelinquencyA cardholder's account will be suspended if it is more than 61 days past due, and the outstanding delinquent balance will be deducted from the cardholder's paycheck per the Employee Agreement. If the account is more than 91 days past due, it will be permanently closed. This will occur regardless of whether or not reimbursement for travel costs has occurred. Travel Card Contacts Back-Up Program Administrator: Alexis Brown |
Noncompliance with the travel card policies by the cardholder is grounds for revocation of card privileges without alternate travel cash advance privileges. Please see CAPP Topic 20360 - Travel Charge Card (pdf) for more information.
Agency Airline Travel Card (ATC)
The Air Travel Card is only used for airline or rail purchases through the University's Travel Management Services provider, Covington. The university pays the invoice and charges the traveler directly to the department index.
To utilize the ATC Card for air or rail bookings, departments are required to supply the approved pre-approval to the travel agent. Pre-approvals are required for all air bookings, including guest travelers. See the Travel Policy tab—Travel Management Services for additional Covington Information. Covingtonon's team of agents may be contacted by phone at 804-344-3244 or by emailing w&m@covtrav.com.
Please see CAPP Topic 20360 - Travel Charge Card (pdf) for more information.
Small Purchase Charge Card (SPCC)
The Procurement Services department administers the Small Purchase Charge Card (SPCC) program. It offers departments an alternate payment method for small purchases, allowing them to purchase goods and services costing $5000 or less. Any reconciliation of travel activity charged to the SPCC must follow the Travel Policy and published SPCC Policies and Procedures provided by the Procurement Services department.
Questions or requests for assistance should be addressed to the University’s SPCC Program Administrator.
