Travel

Management Services



Corporate Meeting Cards

The Meeting Card program has been designed to allow student group travel leaders a means to charge group travel expenses to a University corporate credit card. The meeting card is for student group travel only. Eligibility for the credit card will be determined by Travel Management Services and will be based on the purchase needs of the group requesting the card. To enquire about eligibility, call at 812-855-2873.

Meeting Card Use

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The IU Meeting Card must be used at merchants accepting Visa payments.

Each card will have a monthly limit default of $10,000 unless other arrangements have been approved. The number of transactions per day is limited to 25. The limits may be raised above these guidelines with approval from the fiscal officer as well as the Director of Travel Management Services. Once the Meeting Card is issued and it has been determined that the limit should be adjusted, an email from the fiscal officer should be sent to travelbl@indiana.edu requesting the change. The fiscal officer will be notified when the change is approved and the date it is effective.

The card is to be used for group travel-related expenses only. Purchases for individual expenses will not be allowed. Individual expenses include conference registration, meals, transportation or lodging for a single employee or individual.

Use of the Meeting Card for personal purchases is strictly prohibited. If personal purchases occur on the Meeting Card, the card holder will be required to reimburse the IU account for these purchases and the card will be subject to cancellation.

The card must be issued in the name of the individual in charge of the group. This person should be the primary cardholder.

Not all merchant codes are accepted. If, in the course of using the card, you encounter a merchant who has declined a purchase and you would like an explanation for the denial, please contact 812-855-2873 or contact US Bank directly at 1-800-344-5696.

Meeting Card Audits

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Original itemized receipts are required for each purchase. The cardholder or cardholder fiscal delegate will be sent a monthly Meeting Card statement for reconciliation purposes. Original receipts must be attached to the monthly statement and submitted to Travel Management Services (TMS) within 30 days of the statement date. The cardholder is required to keep back-up documentation of all receipts and Meeting Card statements for purposes of substantiation.

A travel administrator should review the cardholder statements and receipts on a monthly basis prior to sending them to TMS. Additionally, TMS will reconcile the master statements with the supporting receipts to ensure that cardholders are adhering to the IU Travel policies regarding purchases. IU Internal Audit Department as well as external audit agencies may also conduct periodic audits of cardholder transactions and supporting documentation.

If Meeting Card statements with supporting receipts have not been received within 60 days of the statement date, the credit card may be suspended and the cardholder will not be eligible to receive travel advances.

Monthly statements and original receipts must be sent via campus mail to Travel Management Services, Poplars Bldg Room 613, BL campus.

US Bank Meeting Card Instructions

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Purchases may be done in person, online, or by phone, provided that the purchase is with an approved merchant.

The cardholder or cardholder fiscal delegate will be sent a monthly Meeting Card statement for reconciliation purposes if the card has been used for purchases during the billing cycle. All purchases must be supported by an original itemized receipts. The cardholder will be responsible for retaining receipts for each purchase and forwarding them to Travel Management Services (TMS) along with the monthly statement. All purchases MUST have itemized back-up documentation supporting the expense.

At the end of each billing cycle, all receipts pertaining to a particular statement should be attached to that statement and sent to TMS within 30 days of the statement date. If Meeting Card statements with supporting receipts have not been received within 60 days of the statement date, the credit card may be suspended and the cardholder will not be eligible to receive travel advances.

There is a 60-day period in which to file disputes with US Bank. Disputes filed later than 60 days from the date of the purchase may not be considered. Disputes should be discussed first with the merchant and should be referred to US Bank only after attempts to resolve the matter with the merchant have failed. All correspondence regarding disputes must be handled through US Bank, not Travel Management Services. US Bank will require you to fill out an on-line dispute form using Access Online or you may call US Bank Customer Service at 1-800-344-5696. The cardholder MUST keep a copy of the dispute form for future reference.

Every reasonable effort must be made to obtain a duplicate copy of a charge receipt if the original has been lost. If you find you are in need of a copy of a receipt, contact the vendor. If the vendor is unable to provide a copy of the receipt, then an exception to policy form must be completed and submitted in place of the missing receipt. Should your purchase be declined by a merchant and you would like an explanation, please call Travel Management Services at 812-855-2873 or call US Bank directly at 1-800 344-5696.

Meeting Card Instructions for Application

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To obtain an application for a Meeting Card, you must contact Travel Management Services (TMS) at 812-855-2873. TMS will determine eligibility for the credit card based on the purchase needs of the group requesting the card. Once a need for the card has been established, TMS will send a credit card application and Meeting Card Agreement to a designated person.

The credit card must be issued in the name of a single person. The first and last name of the person will need to be neatly written in the name fields. This person will be the primary cardholder so it is important that the card be issued in the name of the person who will primarily be using the card, such as a team coach or group leader.

The IU Account Number is the IU account number to which the purchases will be charged. It is required that an IU account number be designated. If the account number should change or expire, it is the cardholder’s responsibility to inform TMS, in writing, of the change and the effective date.

The completed credit card application and Meeting Card Agreement must be mailed via campus mail to Travel Management Services at Poplars Bldg, Rm 613, BL campus.

Meeting Card Reconciliation & Accounting

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A Kuali Financial System (KFS) Procurement Card Document (PCDO) will be generated, listing each day's transactions for each Meeting Card. Each transaction will charge the default object code 4190 (you may select a different default object code but you cannot use 5000, 4200 or 5055) and the default account assigned to the card. The PCDO will be routed to the account manager (or assigned delegate) of the default account assigned to the card. The account manager's responsibilities include the following:

  • Verify each transaction against the original receipt.
  • Review purchase for adherence to IU Travel policy.
  • Change object code from 4190 to one that accurately reflects the charge incurred.
  • Make account redistribution decision and change as needed.

The PCDO will follow organizational routing already established, but will not route to Contracts and Grants (C&G) if the charge should be redistributed to a C&G account. C&G charges will be reviewed after the fact and if it is later determined that the charge does not comply with the provisions of the contract or grant, the account manager will be expected to reimburse the account.

Disputes or discrepancies regarding payments are processed in Access Online. These types of disputes are not handled by disapproving the PCDO in the FIS. Once the discrepancy is resolved in Access Online, then a negative PCDO will appear in the FIS at a later date.

Payment to US Bank will be made from a consolidated IU statement sent to FMS. Cardholders will be sent a monthly Meeting Card statement for reconciliation purposes.

One of the requirements of the Meeting Card program is that you must submit monthly statements with original itemized receipts to Travel Management Services (TMS) on a timely basis. It should be received within 30 days of the statement date. Failure to comply with this policy may cause the card privileges to be rescinded.

If there is one statement over 60 days or there are three or more statements for any one Meeting Card that meet any of the following criteria, card privileges will be suspended:

  1. Statement has not yet been forwarded to TMS.
  2. Statements lack acceptable supporting documentation.
  3. Statements have any other unresolved problems, such as:
    • Unallowable purchases that cannot be reimbursed
    • Card is used to purchase expenses for an individual
    • Unapproved purchases made on card

Card suspension means that you will be unable to use your card to make any purchases until the outstanding problems have been resolved and card privileges have been re-instated. Also, you will not be eligible to receive travel advances if the card privileges have been suspended.

Repeated occurrences of card suspension may be cause for permanent card cancellation.

If you have any questions about what constitutes an allowable charge or acceptable supporting documentation, please feel free to contact Travel Management Services at 812-855-2873.

If the designated IU account number for the card should change or expire, it is the cardholder’s or account manager’s responsibility to inform TMS, in writing, of the change and the effective date.

Meeting Card Spending Limits

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Each Meeting Card will have a monthly limit default of $10,000. The number of transactions per day is limited to 25. The limits may be raised above these guidelines with approval from the fiscal officer as well as the Travel Management Services director. Once the Meeting Card is issued and it has been determined that the limit should be adjusted, an email from the fiscal officer should be sent to travelbl@indiana.edu requesting the change. The person who initiated the request will be notified when/if the change will take place.

Disputing Charges

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If a merchant charged the meeting card incorrectly, it is the cardholder’s responsibility to obtain credit from the merchant. The merchant should be notified of the error as soon as possible. Once the credit/refund is received, print a copy of the Purchase Order Document (PCDO) in the Kuali Financial System (KFS). Attach the PCDO to the Meeting Card statement where the credit appears along with an explanation regarding the resolution. Documenting the credit in this manner meets guidelines suggested by Internal Audit.

If the above process does not resolve the issue then a dispute should be initiated. There is a 60-day period in which you can file disputes with US Bank. Disputes filed later than 60 days from the date of the purchase may not be considered. Disputes should be discussed first with the merchant and should be referred to US Bank only after attempts to resolve the matter with the merchant have failed. All correspondence involving disputes must be handled through US Bank, not Travel Management Services.

US Bank will require you to fill out an on-line dispute using Access Online or you may call US Bank Customer Service at 1-800-344-5696. The cardholder MUST keep a copy of the dispute form for future reference.

US Bank Customer Service Phone Number: 1-800-344-5696

Lost Receipts

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Every reasonable effort must be made to obtain a duplicate copy of a charge receipt if the original has been lost. If you find you are in need of a copy of a receipt, contact the vendor. If the vendor is unable to provide a copy of the receipt, then an exception to policy form must be completed and submitted in place of the missing receipt.

Lost or Stolen Meeting Cards

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Steps to follow when reporting a lost or stolen Meeting Card:

  1. Immediately contact US Bank Fraud Prevention, available 24 hours a day at 1- 800-523-9078 (if traveling internationally, call collect at 1-701-461-2010).
  2. Contact Travel Management Services at 812-855-2873 so the Meeting Card records can be updated and to insure that appropriate procedures have been taken to suspend the account associated with the lost/stolen card.
  3. A replacement card will be reissued upon report of the lost or stolen card to US Bank (NO PAPERWORK REQUIRED). This may take 2-3 business days. The new card will be delivered to Travel Management Services. If you are on the Bloomington campus, you will be notified when the card is ready for pickup in the Travel office. If you are on a regional campus, the card will be sent via campus mail to the address on file.
  4. Upon receipt of the replacement Meeting Card, be sure to activate the new account before initiating use. If you need the PIN to activate the account, call 812-855-2873.
  5. The cardholder should continue to monitor the account until all transactions have been reconciled to ensure that no fraudulent charges occurred. If fraudulent charges are detected, the cardholder must dispute the charges as soon as possible using Access Online. Disputes must be submitted within 60 days of the transaction date to be considered for credit.
  6. If the lost/stolen Meeting Card is later found, destroy the card immediately. The card is not functional after being flagged stolen or if a new replacement card has been issued.

It is the responsibility of the cardholder or department head to report a lost or stolen Meeting Card immediately to US Bank Fraud Prevention.

Meeting Card Restrictions

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The following items are strictly prohibited from being purchased on the Meeting Card:

  • Alcohol
  • Travel expenses for a single employee
  • Travel expenses for a single non-employee
  • Inappropriate purchases (an inappropriate expenditure is one that is “personal” in nature and is not for the purpose of the institution)
  • Office equipment/supplies
  • Expenses unrelated to travel

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu