Navigation
Key Contacts
Introduction
Benefits to the Cardholder
Benefits to the University
How It Works
Accounting
Purpose and Restrictions
Master Contract
How to Use The Travel Card
Disputing a Transaction
Travel Card Administration
Cardholder Training
Misuse of the Travel Card
Travel Card Audits
Policy Summary
Related Forms
Key Contacts
Cardholder Customer Service
Procurement and Campus Services
t: 781.891.3456
TO REPORT LOST OR STOLEN CARDS
JPMorgan Chase
24 Hour Customer Service Line:
1.800.316.6056
Introduction
Welcome to the Bentley Travel Card Program.
The Travel Card provides an efficient means of purchasing business travel services.
This policy outlines the benefits of the Travel Card Program and provides information needed to use the card. The Travel Card offers a means of purchasing services directly from travel service providers.
Benefits to the Cardholder
*Travel services can be easily obtained
*Time required for purchase and payment of travel-related services is significantly reduced
Benefits to Bentley
*Payment processes are significantly reduced
*Allows Procurement and Campus Services and Financial Operations to focus on higher yield value-added activities
The Travel Card is designed to purchase travel services related to Bentley business only. Use of the card for personal purchases is strictly prohibited.
If you have any questions regarding the program, or the appropriate use of the card, contact Procurement and Campus Services.
How It Works
The Travel Card simplifies the procurement process by facilitating point-of-demand purchases. Procurement authority is delegated to the authorized cardholder to purchase travel services.
When making a purchase, the MasterCard system validates the transaction against pre-set limits established by Bentley. All transactions are approved or declined based on pre-set spending limits per single purchase and billing cycle.
Similar to other credit cards, the authorization process occurs through an electronic system that supports the Travel Card processing services under Bentley's agreement with JPMorgan Chase.
Procurement and Campus Services also identifies opportunities to maximize Bentley's significant buying power through Master Contract negotiations.
Accounting
All Travel Card transactions must be reported on an Expense Report within Workday upon your return. The Expense Report must detail the business purpose as well as the appropriate cost center and related worktags. Each transaction is then assigned an appropriate Expense Item related to the type of the purchase.
Detailed instructions for completing an Expense Report can be found on the Workday Finance website. For any additional questions, please contact Financial Operations.
Purpose and Restrictions
The Travel Card is for business travel-related purchases, and only expenses associated with a business travel excursion. Purchases of business travel-related services must be processed in accordance with Bentley travel policy and procedure.
The Travel Card is to be used for the following:
*Airfare
*Auto Rental
*Ground Transportation (Taxi, Bus, Trains)
*Hotel Accommodations
*Restaurants
*Seminar/Conference Registration
*Telephone Calls and Calling Cards
*Facsimile, Telex, Business Services
*Tips and Gratuities
*If you have questions regarding use of the card, contact Procurement and Campus Services.
Master Contracts
Procurement and Campus Services collaborates with consortia to secure contracts that provide Bentley with “least total cost” travel services.
Contract pricing is based on Bentley's overall anticipated volume of purchases during the contract period. Compliance with Master Contracts assures the Bentley community of “least total cost” services, and to fulfill Bentley's obligation to consolidate all of its requirements with the authorized contract service providers.
How to Use the Travel Card
Once a Spend Authorization Form is approved, a Travel Card may be used to make purchases in person, by phone, mail or via the Internet. Cardholders are encouraged to purchase these services from Bentley's recommended travel service providers.
Upon receipt of purchased services, keep the documentation received from the vendor, a sales or boarding receipt or emailed confirmation, for reconciliation on your Expense Report via Workday.
Within 45 days of your return from a travel excursion, complete an Expense Report in Workday, upload transaction receipts, and submit for Cost Center Manager approval.
Disputing a Transaction
The cardholder is responsible for insuring the receipt of travel services and follow-up to resolve discrepancies.
If the cardholder is unable to reach an agreement with a service provider, contact Procurement and Campus Services. The cardholder will be informed of the resolution and any corrections that were made.
Travel Card Administration
Acquiring a Travel Card:
Cost Center Approvers and individuals designated by Cost Center Approvers may receive a Travel Card after submitting a Travel Card Application, completing Travel Card Training, and signing a Cardholder Agreement.
The cardholder is required to read the Travel Card Policy and adhere to all Travel Card policies and procedures.
Canceling Travel Cards:
To cancel a Travel Card, the cardholder must send written/e-mail notification to Procurement and Campus Services, and destroy the card.
Renewal of Existing Travel Cards:
A renewal Travel Card will be sent to the cardholder approximately 30 days prior to the expiration date of the card.
Lost or Stolen Travel Cards:
Cardholders must immediately report a lost or stolen Travel Card. Bentley is liable for all transactions until the card is reported lost or stolen.
A cardholder must report a lost or stolen Travel Card by calling JPMorgan Chase at 800.316.6056. University Police maintains the JPMorgan Chase Customer Service number. A replacement card will be sent to the cardholder within 10 business days.
Please notify Procurement and Campus Services after you’ve reported a card lost or stolen.
Travel Card Security:
Only the individual whose name appears on the card may use the Travel Card. Cards and card numbers must be safeguarded against use by unauthorized individuals within or outside Bentley. All cardholders are encouraged to keep the JPMorgan Chase Customer Service phone number easily accessible to them throughout every business travel excursion.
Cardholder Training
Prior to being issued a card, the cardholder must complete training. The training session instructs the cardholder in the uses and restrictions of the program. A copy of the manual is available on the Procurement website.
Training is scheduled and coordinated by Procurement and Campus Services.
Misuse of the Travel Card
The Travel Card represents Bentley's trust and empowerment of responsible employees of Bentley. As a cardholder, you assume the responsibility for the protection and proper use of the Travel Card.
The following situations are a few examples of “misuse” of the Travel Card:
Personal misuse:
*Purchases using the card for the sole benefit of the employee
*Assignment or transfer of an individual card to an unauthorized person
*Use of a Travel Card by a suspended or terminated employee
Administrative misuse:
*Lack of timely reconciliation of individual cardholder transactions via Workday
*Card use in direct violation of acquisition goals (e.g.: failure to use the Travel Card for services available through contract suppliers)
*Misuse of the Travel Card will be handled promptly and uniformly for all cardholders.
*Disciplinary measures including termination and legal action in accordance with the terms and conditions of the Cardholder Agreement Form as deemed necessary by the Vice President and Chief Financial Officer/Treasurer.
Travel Card Audits
To ensure the continued success of the Travel Card Program, Bentley will perform periodic audits. The purpose of the audits is to ensure adherence to policy and procedures.
Audit reviews ascertain that:
*Travel Cards are used for authorized purchases related to Bentley business
*Where university-wide Master Contracts exist, purchases of services are procured through the designated supplier(s)
*Documentation in the form of receipts is maintained to support Travel Card transactions
*Timely reconciliation of the cardholder’s transactions are performed via an Expense Report in Workday.
If you have questions regarding Travel Card audits, please contact Financial Operations.
Policy Summary
- All cardholders must sign and accept the terms and conditions of the Bentley Cardholder Agreement.
- All purchase transactions processed against a Travel Card must be made by the individual to whom the card is issued.
- When university-wide Master Contracts exist, cardholders must use those agreements.
- The Travel Card may be used for services identified in this policy.
- Personal purchases are prohibited.
- Use of the Travel Card is governed by this policy and the Bentley Corporate Card Agreement with respect to:
- maintaining documentation
- reporting the loss or theft of a card
- reporting questionable transactions
- Violations of the Travel Card Policy will result in actions being taken in accordance with the procedures established in this policy and the Bentley Corporate Card Agreement.
- Bentley does not expect business travelers to seek tax exemption for travel related services.