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2000 DFPS Travel Policy

2100 State Travel Charge Cards

Travel Policy June 2014

State travel charge cards provide services to travelers. The state benefits financially by negotiating lower rates and receiving a portion of the discount from the purchases made on the state travel charge card.

2110 Allowable Charges

Travel Policy June 2014

State travel charge cards are issued for official state business only. Authorized cardholders:

  •   cannot use the card for personal charges;

  •   may use the card for incidental travel charges that are not reimbursable (such as phone calls not for business purposes, in-room movies, meal tips, and so on); and

  •   must use the card or the agency’s central billing accounts to get contracted airfares.

2120 Eligibility for State Travel Charge Card

Travel Policy June 2014

To apply for a state travel charge card, an authorized traveler must:

  •   have a job description that lists travel requirements;

  •   not have had a state agency corporate charge card revoked within the previous 12 months; and

  •   take (or anticipate taking) at least three or more trips per fiscal year, or accumulate a total of at least $500 in business related expenses per fiscal year.

State travel charge card holders are expected to use the charge card for all eligible business related travel expenses. Card holders are not eligible for an advance travel request. The table below only applies to the State Travel Charge Card. See 2200 Travel Advance Funds for details regarding the Advance Travel EXTRA card.

Appropriate Reimbursable Use

Appropriate Nonreimbursable Use

Inappropriate Use

Lunch while on business out of town overnight

Tip at lunch while on business out of town overnight

Lunch or tip while on business in HQ or home city

A long distance business call added to the employee’s lodging bill while on business out of town

A long distance personal call charged to the employee’s lodging bill while on business out of town

A long distance personal call from the employee’s HQ

 

A tire for or repair to an employee’s personal car during a business trip

Mileage for an employee’s personal car for a family trip

Airfare for an employee to attend an agency meeting

 

Airfare to go to an amusement park; or airfare for an employee’s spouse

 

An in-room movie charged to an employee’s lodging bill while out of town on business

Renting a video to take home to the kids

Tip for a bellhop to carry bags as a special accommodation for a person with a disability

 

Tip for a bellhop to carry bags

2130 Charge Card Holder Payment Responsibility

Travel Policy June 2014

DFPS does not assume any liability for charges made to individually issued state travel charge cards. Delinquent accounts are strictly prohibited. To avoid delinquency, cardholders must pay their state travel charge card bills upon receipt, and without regard to reimbursement claim status. Failure to pay the charges on a state travel charge card may result in disciplinary action.

The following actions will be taken on delinquent accounts:

  •   30 days delinquent — From the monthly report sent on delinquent balances, the supervisor gives the employee a verbal warning that the card will be revoked if the next report shows a 60 day delinquent balance.

  •   60 days delinquent — A written notification is sent to the employee revoking the card with copies to the regional director or administrator and the supervisor.

Employees who have a state travel charge card revoked are not eligible for re-issuance of a card at any time in their remaining tenure with DFPS.

2140 Unauthorized Use of State Travel Charge Cards

Travel Policy June 2014

Use of a state travel charge card for personal purchases is prohibited. Violations may result in cancellation of the state travel charge card, disciplinary action, or both.

2150 Applying for a State Travel Charge Card

Travel Policy May 2015

The Employee:

  •   completes the online Texas Corporate Travel Charge Card Application, asking that the bill be sent to traveler’s home address (see Online Process, below);

  •   signs the Statement of Responsibility form, regarding appropriate use of the state travel charge card. The supervisor must sign the form certifying that the employee has met the requirements to hold a state travel charge card; and

  •   scan the signed and approved Statement of Responsibility to DFPS TRAVEL RESERVATIONS; otherwise, send the signed Statement of Responsibility to DFPS Direct Bill Unit (DIR) at mail code Y-937. Online applications cannot be approved by the DIR Unit without the Statement of Responsibility.

Online Process:

   •  Click on Texas Corporate Travel Charge Card Application

  •   Under First Time Users click on “Apply for Card”

  •   Select “Invitation Passcode” and continue

  •   Enter Pass Code “TX530CITI”

  •   Enter Inviter’s Email Address

  •   Fill out the application form and submit

  •   Once the application and Statement of Responsibility is received by the Direct Bill Travel Unit (DIR), the application process will begin

  •   The card will be mailed to DIR in approximately 3 weeks

  •   Employee will receive notification of DIR mailing the card to the employee’s home address

  •   Employee should reply to DIR upon receipt of travel charge card

  •   If employee does not receive the travel charge card within 5 business days of the DIR email notification, contact the DIR Unit for further instructions

Note: Employees who have had a state travel card revoked are not eligible for reissuance of a card at any time in their remaining tenure with DFPS.

Direct Bill Unit:

  •   checks the application and the Statement of Responsibility for authorized signatures and completeness;

  •   reviews, approves, and submits the application for processing on-line; and

  •   maintains a file of the Statement of Responsibility.

If the employee qualifies, the state travel charge card will be sent to the employee’s home address listed on the application within three weeks. If the employee does not receive the state travel charge card within three weeks, he or she should contact the Direct Bill Unit at 512-929-6450 or 512-929-6444.

2160 Cancellation of a State Travel Charge Card

Travel Policy June 2014

A state travel charge card may be canceled for the following reasons:

  •   An employee requests the cancellation

  •   DFPS cancels the card due to misuse or account delinquency

  •   The state travel charge card company cancels the account due to late payment, nonpayment, or non-use

  •   Termination of employment with DFPS

Upon cancellation of a state travel charge card, the employee must cut the card and surrender it to his or her supervisor.

The supervisor:

  •   makes a copy of the cut card, signs and dates the copy, gets the employee to sign and date the copy, and files the copy in the employee’s personnel file; and

  •   disposes of the cut card and sends a written cancellation request to the DFPS Direct Bill Unit, at mail code Y-937.

If an employee does not return the state travel charge card or is terminated for cause, the supervisor sends a written notification to request cancellation of the credit card account to the DFPS Direct Bill Unit.

If an employee’s job duties change or the employee accepts another position within DFPS, and he or she no longer meets the requirements for state travel charge card, the employee is required to return the card to the DFPS Direct Bill Unit at mail code Y-937 immediately.

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