Travel and Hospitality Card

For campus organization users, please see the Student Procurement Card Program page.

 

The Iowa State University Travel and Hospitality (T&H) card program has been designed to provide travelers with an alternative mechanism to pay for authorized business-related expenditures, rather than having to commit personal funds, and to provide a mechanism for employees hosting visitors to the University to pay for authorized hospitality-related expenditures. The T&H card is a corporate liability Visa card which is both billed to, and paid directly by the University. The T&H card option is intended to assist in easing employee financial burdens, and improve efficiency for employees who travel or pay for hospitality-related expenses. The T&H card integrates directly into the Workday system. T&H card transactions are processed by completing an expense report in Workday.

The T&H card may be used for payment of allowable and appropriate business travel and hospitality expenditures.   

 

Reporting a Lost or Stolen Card

If a T&H card is lost or stolen, the cardholder must immediately:

The cardholder’s department has full liability for any charges to the card, prior to the time it is reported lost or stolen. Should you need emergency assistance from Visa that U.S. Bank is unable to provide, Visa may be contacted at 1-800-847-2911.

 

Discrepancies, Disputes, and Fraud

Unauthorized transactions to unknown suppliers should be reported to the card services team immediately.  If transactions are determined to be fraudulent, the card services team will notify U.S. Bank fraud prevention. 

For unrecognized or incorrect transactions, the cardholder should first seek resolution with the supplier. If resolution cannot be achieved with the supplier, the cardholder shall contact the card services team, within 30 days of the post date, with supporting information. The card services team will investigate the transaction, and, if appropriate, initiate a dispute through U.S. Bank.  Once the charge is disputed, U.S. Bank will request documentation from the supplier.  If the supplier fails to provide suitable documentation supporting the charge, the disputed amount will be credited back to the cardholder’s account.

Transactions sixty (60) days past the cycle date (see Section III) cannot be reported as fraudulent or be disputed with U.S. Bank, and will be the responsibility of the cardholder’s department.

 

Employee Transfer or Termination

The employee or employing department must immediately notify the card services team upon learning of cardholder terminations or transfers.  The card services team will notify U.S. Bank to terminate card privileges on the cardholder’s last day of employment (or earlier, if requested), thereby protecting the University through Visa’s Liability Waiver Program.  Failure to notify U.S. Bank within two (2) days of learning of an employment status change voids this protection.  The employing department is responsible for destroying and discarding the T&H card once the cardholder leaves the University/department.  Do NOT send active T&H cards through campus mail.

 

What do I do if I don't recognize the supplier name on a transaction?

If you cannot identify the supplier or the transaction, contact the card services team at 515-294-7024 or cardservices@iastate.edu for assistance.

Unauthorized transactions to unknown suppliers should be reported to the card services team (515-294-7024 or cardservices@iastate.edu) immediately.  If transactions are determined to be fraudulent, the card services team will notify U.S. Bank fraud prevention. 

For unrecognized or incorrect transactions, the cardholder should first seek resolution with the supplier. If resolution cannot be achieved with the supplier, the cardholder shall contact the card services team, within 30 days of the post date, with supporting information.  The card services team will investigate the transaction, and, if appropriate, initiate a dispute through U.S. Bank.  Once the charge is disputed, U.S. Bank will request documentation from the supplier.  If the supplier fails to provide suitable documentation supporting the charge, the disputed amount will be credited back to the cardholder’s account.

Transactions sixty (60) days past the cycle date cannot be reported as fraudulent or be disputed with U.S. Bank, and will be the responsibility of the cardholder’s department.

 

What is the difference between fraud and dispute?

Fraud usually involves a deliberate action on the part of an often-unknown third-party.  Disputes normally arise out of billing problems with a supplier with which the cardholder has done legitimate business: double billing, over-billing, billing for goods not received, and problems with issuing credits.  Keep in mind that when a transaction posts to Workday, the supplier has already been paid.  Delaying the processing of expense reports in Workday does not withhold payment to the supplier.