Plymouth State University Purchasing Card Program

1
Plymouth State UniversityPurchasing Card Program

• Individual Travel Card excludes Air/Rail

2
Introduction

• The Group Travel cardholder, usually the
  Department Administrative Assistant, is
  responsible for making airline/rail and hotel
  reservations and for purchasing travel tickets
  using the PSU Group Travel card. The remaining
  travel expenses, including hotel room and tax at
  checkout, meals, taxi, vehicle rental, tolls and
  conference registration expenses may be paid with
  your Individual Travel card. The decision whether
  or not a cardholder can purchase their own
  airline ticket is made by the individual
  departments, not by Purchasing. If you wish to be
  able to purchase your own airline tickets, please
  get approval from your Department Chair/Director.
  When this approval is received by the Campus Card
  Administrator, your card can then be enabled for
  airline ticket purchases.

3
What Can the PSU Individual Travel Card Be Used
For?

• The following authorized travel expenses must be
  for the benefit of the University System of New
  Hampshire and its member institutions, Authorized
  transactions
• Hotel room and tax
• Meals while traveling original, itemized and
  detailed receipt is required for all meals
  
• Auto rental use Enterprise, our contracted
  provider, where available. Other rental agencies
  can be used only when Enterprise is unavailable.
  
• Gasoline for rental vehicles only. Personal
  vehicle expenses must be processed through petty
  cash reimbursement.
  
• Parking fees and tolls
• Conference registration
• Ground transportation, including shuttles, taxi,
  bus. Limousine service is excluded.

4
How to Use Your Individual Travel Card

• Ask the Department Administrative Assistant to
  make airline and hotel reservations using the PSU
  Group Travel card.
  
• The Individual Travel card must be kept in a
  secure place
  
• If you are asked for an address verification, use
  the following
  
• Plymouth State University
• 17 High Street MSC 35
• Plymouth NH 03264
• Please note this is the Purchasing Office
  address, not your department.

• Only the authorized cardholder may use the travel
  card. Do not loan your card or number to anyone
  else, including your supervisor or others in your
  department

5
Making Hotel Reservations

• Usually the Administrative Asst will make hotel
  reservations, but your card might be required
  when you check in/out of your room. If you do
  make your own reservations, please follow these
  guidelines
• When using the Internet, be sure you are on a
  secure website
  
• Double-check to be sure there are no hidden
  costs
  
• Print out your reservation information before
  closing from the site
  
• Hotel room and tax charges ONLY are to be charged
  to the card - all other incidental expenses must
  be billed and paid separately by the traveler.
  These charges might include, but are not limited
  to personal phone calls in excess of 10 minutes
  daily, room service, health facilities, mini-bar
  service, movies, spas, etc.

6
Paying for Travel Meals

• You must provide an itemized receipt for meals
  this will mean that you cannot have your meal
  added to your hotel bill. The bill should be for
  your meal ONLY, including gratuity. The Pcard
  cannot be used for alcoholic beverages or meals
  in lieu of those included in conference costs.
  Present your Pcard at the hotel restaurant and
  request a separate, detailed receipt for your
  meal.

• If you are using the per diem rates for meals
  (and will be reimbursed) you cannot use your
  Individual Travel card to pay for the meal.
  
• Meal expenses cannot exceed the current posted
  per diem rate for the city/area in which you are
  traveling.

7
Vehicle Rentals

• When available, use Enterprise, our contracted
  rental agency.
  
• If traveling and using other rental agencies, the
  cardholder must be listed as the primary driver
  on any rental form.
  
• When the rental is charged to a Pcard, USNH
  employees should decline the vehicle rental
  insurance coverage offered by the agency.
  

8
Vehicle Rental (Contd)

• Our agreement with MasterCard provides for basic
  insurance in all cases except the following
  
• The rental period exceeds 31 days, or
• The rental vehicle is a 9-passenger van, or
• When traveling outside the US in a country not
  covered by MasterCard
  
• In the above instances, insurance coverage is
  provided through an insurance policy with Acadia
  held by USNH
  

9
Vehicle Rental (Contd)

• USNH policy limits the number of passengers,
  including the driver, to 10 people regardless
  of the seating capacity of the vehicle.
  
• Also see additional information in the MasterCard
  Guide to Benefits publication included in this
  training.
  

10
Roles Responsibilities for the Traveler

• Communicate approved travel needs, including
  itinerary and any changes in travel arrangements,
  to the Pcard Account Manager in a timely manner.
  The Pcard Account Manager is usually the person
  holding the Group Travel Card, and is the person
  who will be making your airline hotel
  arrangements using the PSU Group Travel card.
• Provide all original receipts to the Account
  Manager upon return from trip.
  
• Provide the full business purpose substantiation
  for your trip.

11
Reporting A Lost/Stolen Card

• The CARDHOLDER must report a lost or stolen card
  or account number to Bank One IMMEDIATELY.
  
• The number to call is 1-800-316-6056. This
  number is available 24 hours a day, 365 days a
  year. Unlike a personal credit card, your
  department will be responsible for all charges
  against a lost/stolen card UP UNTIL THE TIME THE
  LOSS IS REPORTED.
• If you are outside the US, the number to call is
  847-488-4441 (you may call collect).
  

12
Documentation Requirements

• All purchases made with your Individual Travel
  card must have the 5-Ws clearly indicated on
  all receipts
  
• Who
• What
• When
• Where
• Why a clearly defined business purpose for your
  trip

• Original receipts should be provided to your
  Account Manager promptly upon your return.
  
• Accounts Payable will review your Individual
  Travel card transactions on a regular basis. Your
  first review will be 4-6 weeks after your first
  transaction.

13
Contact Information

• If you have a question or problem with your card,
  please contact the Campus Card Administrator for
  assistance
  
• Emily Clark X2246 (purchasing office)
• eclark_at_plymouth.edu
• If you have a question regarding travel procedure
  or USNH travel policy, please contact
  
• Mary-Ellen Godville X2252
• mgodvill_at_plymouth.edu