- Related Documents: Travel Card (T-Card) Policy
- Approval Dates: December 2006, February 2012
- Approved by: Vice President, Administration and Finance
- Jurisdiction: Vice President, Administration and Finance, Chief Financial Officer, Financial Services
What:
This procedure describes how to obtain and use a Ryerson Travel Card (T-Card), a corporate credit card that offers more convenient reimbursement and added benefits for University-related business travel, business meals and entertainment purchases.
Applies to:
Faculty and staff
What You Need to Know:
· Ryerson University reimburses faculty and staff for University-related business travel, business meals and business entertainment provided they are out of pocket, authorized, reasonable and appropriately documented.
· The service provider is currently American Express.
· Benefits of using the T Card include (but are not limited to): travel insurance, earning reward points, Front of the Line service for events and travel emergency assistance. Also, when entering your expenses on i-Expense you will note that any charges on your T Card will be automatically shown.
Related Policies:
Travel Card Policy, Business Travel Policy, Business Meals & Entertainment Policy
Applying for a Travel Card
1. Complete a Travel Card application form (http://www.ryerson.ca/purchasing/forms/)
2. Ensure you obtain the approval of the person with budget authority (usually one or more administrative levels higher).
3. Forward the application form to the Travel Card Administrator, Purchasing and Payment Services, Financial Services.
· Special Notes: The Travel Card is the property of Ryerson University. You (the cardholder/claimant) are responsible for promptly paying the monthly statement in the cardholder’s name. The cardholder will be reimbursed for properly-approved travel and hospitality expenses incurred for University business purposes only as supported by original receipts. Cards cannot be transferred to, assigned to, or used by anyone other than the designated cardholder.
Submitting a Claim for Reimbursement
A Note About Using i-Expense: An Oracle ID and password are required for both the claimant and approver(s). Financial Services, Systems Help Desk can walk you through the process, provide training and answer questions; contact x2688 for assistance.
New to Ryerson’s easy-to-use i-Expense system? Submit a completed System Access form to the Systems and Training Unit in Financial Services. Approval limits will be set up in Oracle Financials based on cost centres and approval authorities.
1. Enter reimbursable Travel Card expenses into i-Expense via an online electronic submission. Some departments have elected to centralize this function while others will enter their Travel Card expenses individually.
2. All i-Expense claims will require approval by at least one administrative level higher as predetermined by the Department Head. It is the responsibility of both the claimant and the approver to ensure that i-Expense claims are for business-related expenses only as supported by original receipts.
Remember: Personal expenses are not eligible for reimbursement. If you have charged personal expenses to your T-Card, you must flag them when entering your i-Expense claim. This amount will be deducted from the total reimbursement.
3. Scan all your original receipts and submit them along with the i-Expense bar code cover sheet which appears at the final step of the i-Expense claim. You can email them to i-Expense@ryerson.ca or fax them to 416-979-2739.
4. Within 48 hours of submitting the i-Expense online claim, you must forward your package to Financial Services which contains all original receipts and long with the bar code cover sheet showing your claim number.
TIP: Missing an original receipt? Complete a Supplemental Receipt form, have it approved by at least one administrative level higher, and include with the package to Financial Services.
5. Your reimbursement cheque will be sent to you via internal mail. For those enrolled in EFT (electronic funds transfer), a direct deposit will be issued to your designated bank account. One of the benefits of filing electronically is that your reimbursement will be processed within five (5) business days of final on-line approval.
Paying the Credit Card Statement
American Express will send a monthly statement to the cardholder to your address provided on the application. You (the cardholder) are responsible for paying the amount owing to American Express. All University business-related expenses approved and validated will be reimbursed by Ryerson after you have submitted a properly-approved claim through iExpense.
Problems with Your Card
Lost or Stolen Card: Advise both American Express and the Travel Card Administrator (ext. 4107) in Purchasing and Payment, Financial Services immediately if your Travel Card is lost or stolen.
Other Travel Card Problems: Contact the Travel Card Administrator (ext. 4107) in Purchasing and Payment Services, Financial Services for help in resolving any issues or for further information.
You can also find information on the American Express website http://www.americanexpress.com/canada/en/homepage/default.shtml.
Responsibilities
Handy Tip: Financial Services’ Systems and Training offers training for cardholders and approvers to better understand the procedures and responsibilities associated with use of the Ryerson Travel Card.
Responsibilities of Approver:
Usually at least one administrative level higher than the cardholder, as predetermined by the Department Head:
· Approve specific individuals as cardholders.
· Approve all Travel Card claims for your staff online using i-Expense after ensuring each receipt is for University-related business and not personal reimbursement;
· Immediately notify (in writing) the Travel Card Administrator of any card(s) requiring action due to departure from employment, sabbatical, long term disability, leave of absence, transfer to another department, depletion of budget/funds, etc.
Responsibility of Cardholder:
· Pay the monthly credit card statements in a timely manner. Any interest charges incurred due to late payment are the responsibility of the cardholder. (Note: Although the card is issued in an individual’s name, its use does not affect the personal credit of that individual.)
· Submit approved claims for reimbursement of eligible, University-related expenses through i-Expense with all necessary receipts and documentation.
· Report a lost or stolen travel card immediately to the card company and the Travel Card Administrator.
· Advise the Travel Card Administrator of a change in your department or status of employment.
· Return your card to your supervisor or the Travel Card Administrator in the event of revoked card privileges, resignation or card expiration.
· Note: Failure to use the Travel Card in accordance with University policies may result in revocation of the card and may also involve appropriate disciplinary action.
Responsibilities of Travel Card Administrator:
· Process all approved Travel Card requests
· Update and maintain a permanent file of cardholder applications and related information
· Assist faculty and staff in resolving questions or issues involving cardholders, suppliers and/or the credit card company.
· Monitor all management and exception reports; notify responsible department head(s) and Manager, Payment Services of any serious non-compliance issues.
Responsibilities of Purchasing and Payment Services, Financial Services:
· Ensure that reimbursement claims are processed on a timely basis, which if filed and approved properly using i-Expense can be within five (5) business days.
Forms
Travel Card application forms are available here http://www.ryerson.ca/~purchase/Forms2.htm >
The i-Expense Bar Code Cover Sheet and Supplemental Receipt Form are both available within i-Expense.
For More Information
Contact the Travel Card Administrator (x 4107) with your questions about Ryerson’s Travel Card policy and procedure or to your Client Services Advisor for information about any other financial questions.