The Office of Credit Card Programs

Corporate Travel Card Introduction
Certain positions at the university may require the employee to undertake business travel or host business meals, which results in the employee incurring expenses personally, and then seeking reimbursement. To expedite the payment of such expenses, and reduce the need for cash advances, the university has entered into a contract with a financial institution to assist the employee in obtaining a personal liability credit card, with no annual fee. These cards are commonly known as corporate travel cards.

The following topics are covered here (select link or simply scroll down):

• What is a Corporate Travel Card?
• Eligibility
• Applying for a Corporate Travel Card
• Use of the Card
• Benefits of the Card
• Paying your Corporate Travel Card Bill on Time
• Terminating Employment or Transferring within the University
• Lost/Stolen Cards
• Changes to Cardholder Information/Account Closure
• Cards Not in Use
• Unit Liability
• Contacts
• Definitions

What is a Corporate Travel Card?
The corporate travel card is a personal liability credit card, which is used for the payment of business-related expenses. The bill is sent directly to the cardholder, and he or she is responsible for remitting payment directly to the financial institution. The card has certain benefits that have been negotiated by the university, for example, there is no annual fee. (Please see the "Card Highlights" chart, available on the Forms  page.) 

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Eligibility
A Cornell University faculty or staff member is eligible to apply for a corporate travel card if he or she meets all of the following criteria:

• Your position at the university requires business travel at least once per year and/or you regularly host business meals
• You have been authorized by your supervisor and your unit's business manager or chair
• You have completed an application and agreed to the financial institution's Cardholder Agreement

 Note:If you have only an occasional need to pay for business-related expenses, contact your unit manager as other payment options may be available.

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Applying for a Corporate Travel Card
Applications can be found on the Forms page of this Web site. After the applicant completes his or her portion, the supervisor will sign and attest to the applicant's eligibility. The unit business manager or chair may then approve the form and send it to the Office of Credit Card Programs, who will perform a final review and submit it to the financial institution.

The financial institution may refuse to issue a card, or limit the amount of credit available based on their evaluation of the applicant's credit worthiness. The financial institution will contact the applicant directly in any case. Cards are mailed directly to the applicant at the billing address specified on his or her application.

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Use of the Card
Although the corporate travel card is a personal liability, the cardholder's agreement with the financial institution requires that purchases and cash advances be for business-related expenses.

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Benefits of the Card
The corporate travel card offers several benefits. For example, cash access, no annual fee, rental car insurance, baggage insurance. The features of the card are outlined in the "Card Highlights" chart, which is available on the Forms  page of this Web site.

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Paying your Corporate Travel Card Bill on Time
The corporate travel card is a personal liability, and it is the cardholder's responsibility to ensure that each monthly statement is paid by the due date indicated on the statement, even when on an extended trip. If a corporate travel card bill is due prior to the time the cardholder will return from his or her trip, then the cardholder should request a cash advance from the university. (For information on cash advances and the reimbursement of business expenses, please see University Policy 3.2, University Travel.)

 Caution: The financial institution will assess late fees to any account that is not paid on time. (Late fees will not be reimbursed by the university.) Accounts not paid by the due date of the second statement will have the cash access feature removed. Accounts with a balance that is past due by 90 days will be closed by the financial institution, and re-opening such an account is at the discretion of the financial institution. (For further information on late fees, see the "Card Highlights" chart, which is available on the Forms  page of this Web site.)

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Terminating Employment or Transferring within the University

Event	Cardholder	Current Unit Business Manager	New Unit Business Manager	Office of Credit Card Programs
Cardholder no longer eligible (i.e., change of responsibilities).	Pay your corporate travel card bill in full.	Contact the Office of Credit Card Programs and request account closure.	N/A	Notify financial institution of account closure.
Cardholder transfers to a new unit within the university.	Pay your corporate travel card bill in full. Notify new unit business manager that you have a corporate travel card account. The manager will consult with the supervisor to determine if the employee is still eligible for the card, based on the new position responsibilities.	Contact the Office of Credit Card Programs and request suspension of account.	Contact the Office of Credit Card Programs and request account closure or reinstatement based on employee's current eligibility for a card.	Notify financial institution of account suspension, account closure, or reinstatement.
Cardholder terminates employment or retires from the university.	Pay your corporate travel card bill in full.	Contact the Office of Credit Card Programs and request account closure.	N/A	Notify financial institution of account closure.