Travel and Hospitality Frequently Asked Questions


Index


Who can get a travel and hospitality card? 

The T&H card is available to all Iowa State University faculty, staff and graduate assistants with the approval of the cardholder’s manager and the department’s cost center manager. To apply for a card, please reference the job aid linked below. 

https://iastate.service-now.com/finance?id=kb_article_view&sysparm_article=KB0011593

  

What is the billing address for my card?

If the supplier asks for the statement or billing address, it is generally the cardholder’s office address including room, building, and street. Contact the card services team at 515-294-7024 or cardservices@iastate.edu for specific information.  

 

How do I know if I have transactions to process? 

Cardholders will receive weekly notifications in Workday, every Monday, if they have expense transactions not yet processed. Cardholders can also go to the expenses application, then under “view” go to “expense transactions”. Below is a job aid on how to fill out expense reports. If you have any other questions please contact the Card Services Team at 515-294-7024 or cardservices@iastate.edu

Create Expense Report and/or Verify T&H Card Transactions Job Aid

  

What do I do if a supplier does not supply a receipt? 

It is the responsibility of each cardholder and their procurement and expense specialists to attach legible, itemized receipts to T&H card transactions for hospitality transactions, hotel charges and travel expense transactions exceeding $75, when processing the expense report in Workday. Cardholders can fill out the certificate of missing receipt form found at the link below. You will need to prove how you tried to receive a receipt and get your department chair’s signature. You will then upload it with your expense report in the attachments section. 

http://www.controller.iastate.edu/travelinformation/cert_missing_receipt.pdf  

 

What do I do if I am unable to complete my transactions within 30 days? 

It is the cardholder’s responsibility, within thirty days of the transaction posting to Workday, to attach legible, itemized receipts and enter the business purpose, Worktag(s) and transaction description information to the procurement card verification document (PCV) for their transactions, OR to provide that information to their procurement and expense specialists (PES) at finance_delivery@iastate.edu.  Failure to enter or provide this information within thirty days of the post date will be grounds for suspension of card privileges 

Weekly reminder messages will be sent by e-mail to cardholders when transaction verifications (PCVs) have not been completed within 30 days of the transaction post date.  Cardholders may review their transactions via the report My Procurement Card Transactions in Workday.   

Cardholders who have extenuating circumstances or supplier issues that preclude them from completing the transaction verification will not be subject to these late transaction penalties if Procurement Services (cardservices@iastate.edu) is contacted for assistance.  

 

How do I contact my Procurement and Expense Specialist (PES)?

You can contact your PES at finance_delivery@iastate.edu to help complete your expense reports.  

 

Why was my card declined when I tried to make a non-restricted purchase?

Make sure that the amount of your purchase is not above your transaction limit or that you have not exceeded the monthly cycle limit for your card (remember that the cycle begins on the 12th of the month). If the transaction falls within your limits, the transaction may be declined because the supplier's Merchant Commodity Code is blocked on your card configuration. Contact the Card Services Team at 515-294-7024 or cardservices@iastate.edu for assistance.  

 

Is the University tax exempt for travel and hospitality card purchases?

Cardholder’s can request sales tax exemption for hospitality purchases at local restaurants and general merchants.  The university is not exempt from hotels/motels or airline tax. 

 

Where can I purchase airfare tickets?

Cardholders can only purchase airfare through the contracted travel agencies, Concur Travel Partners and Key Travel, or directly through the airlines. Third party booking sites e.g. Expedia, Travelocity are not allowed.  

 

Am I allowed to book travel accommodations for others?

Yes, you are able to book travel for others, whether it be guests to the university or other employees of the university. Just be aware that hotels and car rentals usually want the card used for booking to be present at the time of check in. If you are booking hotels for others be sure to state the card is only to be charged for the room and additional charges will need to be on a separate card.  

 

How can I create a profile with the University’s contracted travel agencies?

You can create a profile to save your information when booking with Concur Travel Partners and Key Travel. The link below will show you the websites’ layouts and walk through setting up an account. If you have any further travel questions or need assistance with creating an account please contact Kristie Romsdahl, our travel procurement agent, at 515-294-5641 or at romsdahl@iastate.edu 

 

How can I tell the difference between my travel and hospitality card and my procurement card?

The travel and hospitality card is blue and has corporate travel written on it, whereas the procurement card is grey and has procurement written on it. 

 

Do I need to notify the bank when travelling out of the country?

The bank’s fraud software if automatic so they do not have someone looking at the alerts that could be placed on your account. So you are able to, but it will not prevent your card from getting blocked if a transaction looks suspicious. If you are experiencing a decline please contact Procurement Services at 515-294-7024 or cardservices@iastate.edu 

 

Do the Visa credit cards work outside the country?

Yes, we have found that Visa credit cards are accepted at most places throughout the world. Please contact us at 515-294-7024 or cardservices@iastate.edu if you are having problems with a foreign supplier.  

 

How do I process credit transactions?

If you have a transaction against which you will receive full or partial credit, the cardholder or the procurement and expense specialist will need to process the credit the same way the original transaction was processed.  The same Worktag and spend category should be used on both the original transaction and the credit transaction.  

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.