4 Ensure all employees with an Employee Paid (Individual Liability) Travel Card are reimbursed for their travel expenses per CAPP Cardinal Topic No. 20336, Agency Travel – and by using Electronic Data Interchange. Processing, The affected Cabinet Secretary must approve all exceptions to this requirement. (See DOA Contacts for information.) 5 As a component of the Employee Paid (Individual Liability) Travel Card program, a cash access program may be established if necessary. These programs are subject to adequate internal controls and must be cost effective. As with all charges on the card, the cardholder is liable for cash advances on the Employee Paid (Individual Liability) Travel Card and they are included in the travel card bill for the employee. 6 Limit travel cash advances for cardholders to the minimum amount necessary for out-of-pocket expenses. This amount should not exceed a reasonable allowance such as $25 per day. 7 The Program Administrator must ensure limits are appropriate to the This pertains to retail cycle limit, and traveler’s spend. cash limit (as applicable). Fiscal Office shall process promptly the cardholder’s Expense 8 Report so that the Employee Paid (Individual Liability) Travel Cardholder receives reimbursement in a timely manner. 9 Fiscal Office shall process the Agency Airline Travel Card (ATC) bill in accordance with all policies. 10 Ensure all travel cardholders are trained annually as well as the supervisors/reviewers of the Agency Airline Travel Cards (ATC). Program Administrators must be trained annually by Charge Card Administration Team as well. If the TPA DOA’s is also a Supervisor and/or Cardholder, he must take all applicable trainings each year. Continued on next page , Continued Function Description 11 Ensure all cardholders keep their card in a secure location so that others cannot obtain access to the card as well as not allowing card sharing or sharing of the card number and other pertinent card data. The full 16-digit account number must not be mailed, emailed (including attachments), or faxed to vendors. Cardholders must never make a photocopy of a card.
4 Ensure all employees with an Employee Paid (Individual Liability) Travel Card are reimbursed for their travel expenses per CAPP – Cardinal Topic No. 20336, Agency Travel Processing, and by using Electronic Data Interchange. The affected Cabinet Secretary must approve all exceptions to this requirement. (See DOA Contacts for information.) 5 As a component of the Employee Paid (Individual Liability) Travel Card program, a cash access program may be established if necessary. These programs are subject to adequate internal controls and must be cost effective. As with all charges on the card, the cardholder is liable for cash advances on the Employee Paid (Individual Liability) Travel Card and they are included in the travel card bill for the employee. 6 Limit travel cash advances for cardholders to the minimum amount necessary for out-of-pocket expenses. This amount should not exceed a reasonable allowance such as $25 per day. 7 The Program Administrator must ensure limits are appropriate to the traveler’s spend. This pertains to retail cycle limit, and cash limit (as applicable). 8 Fiscal Office shall process promptly the cardholder’s Expense Report so that the Employee Paid (Individual Liability) Travel Cardholder receives reimbursement in a timely manner. 9 Fiscal Office shall process the Agency Airline Travel Card (ATC) bill in accordance with all policies. 10 Ensure all travel cardholders are trained annually as well as the supervisors/reviewers of the Agency Airline Travel Cards (ATC). Program Administrators must be trained annually by DOA’s Charge Card Administration Team as well. If the TPA is also a Supervisor and/or Cardholder, he must take all applicable trainings each year. Continued on next page , Continued Function Description 11 Ensure all cardholders keep their card in a secure location so that others cannot obtain access to the card as well as not allowing card sharing or sharing of the card number and other pertinent card data. The full 16-digit account number must not be mailed, emailed (including attachments), or faxed to vendors. Cardholders must never make a photocopy of a card.
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