1. Determination for the necessity of a travel card is the responsibility of the cardholder's supervisor.

2. The application form for the travel card should be completed by the applicant and approved by the supervisor.

3. This form is then faxed to the Office of the Controller at 202-885-2839.

4. The Director of Accounts Payable is responsible for reviewing the form for accuracy. The card will then be authorized and issued in accordance with appropriate policies and procedures.

5. Accounts Payable forwards the application to the Office of Finance and Treasurer for submission to card Issuer (Suntrust).

6. Once the card is received, a cardholder record is created.

7. The cardholder is informed of receipt of card. The cardholder must sign for the card when it is picked up in the Controllers Office.

CARDHOLDER INSTRUCTIONS:

1. All charges are paid upon receipt of the monthly bill (on the pre-determined budget account) and then forwarded to the appropriate department contact.

2. Monthly statements are to be reviewed thoroughly by the cardholder to verify accuracy of the charges.

3. The Controller's form letter must be signed by the cardholder signifying their acceptance of the monthly charges.

4. Receipts for ALL expenses are to be attached to the form and given to the cardholder's supervisor.

5. If receipts have been lost or misplaced, a statement should be attached documenting business purposes and/or details of those expenses incurred.

6. Detailed itemizations are to accompany all Cash Advances on an attached separate sheet with additional receipts and/or a written explanation.

7. Usage of the travel card for personal expenses will result in loss of privileges.

SUPERVISOR'S INSTRUCTIONS:

1. Expenses made by cardholders must be reviewed and approved by authorizing the Controller's form letter.

2. Form Letter must be reviewed and signed by bother parties and returned to Accounts Payable within 30 days of receipt or the card may be cancelled.

3. Since expenses incurred on a travel card are expressly for travel purposes, the expenses will be charges to the applicable travel object code already supplied on the Form Letter.

4. Any issues regarding disputed charges should e brought to the attention of the Director of Accounts Payable or his/her designee.

5. Annually, a list of cardholders will be provided to department heads to ensure the appropriateness of privileges.

PROGRAM MANAGEMENT INSTRUCTIONS:

1. Travel card requests for new applicants must be completed at least two months prior to initial travel and no sooner than one month after new hire date.

2. New applicants must only be full-time permanent staff.

3. Card is to be used solely by the issued cardholder for approved business travel.

4. Requests for credit limit increases must be submitted on departmental letterhead with authorizing signature to the Office of Finance and Treasurer for approval then forwarded to the Office of Controller for record keeping.

5. Discrepancies found on billing statements must be addressed by the cardholder directly to the Card Issuer (Suntrust).

6. Lost, misplaced, or stolen cards are to be reported immediately to Office of the Controller to be replaced. Please contact Michael Harris or Cheryl Chappin.