Card Programs

Individual Liability Travel Card (IL Card)

Individual Liability Travel Cards are available to full-time and part-time faculty and staff who travel more than twice a year.  The travel card provides a means of charging expenses incurred while conducting official State business.  Students are not eligible to participate in the travel card program.

Payment of the Individual Liability Card is the employee’s responsibility.  The total account balance is payable in full each month regardless if the cardholder has been reimbursed for the expenditures.

Noncompliance with the travel card policies by the cardholder is grounds for revocation of card privileges without alternate travel cash advance privileges.

For more information, please see CAPP Topic 20360 - Travel Charge Card (pdf).

How to Apply for a Corporate IL Card

To apply for a Corporate IL Card, an employee must submit a request to the Travel Office.  The email should contain Full Name, Home Address, Email, Phone Number, and Date of Birth, in order to apply for the IL card.  The following forms must be completed and submitted to the Program Administrator.

• Corporate Travel Card Employee Agreement
• Cardholder Training Certificate after completion of the module showing a 100% score.

Improper Use of the Travel Card

Improper use of any travel charge card includes, but is not limited to:

• Personal purchases not incidental to a business purpose
• Failure to promptly apply reimbursements for charged business expenses to the account
• Failure to pay the bill in full each month by the due date, regardless if the holder has not been reimbursed for expenses.

Maintaining Your Address (Card Delivery/Statement)

Cards are mailed to the cardholder’s home address. Cardholders are responsible for maintaining their card delivery and statement billing address (home address only) with Bank of America. The Program Administrator cannot maintain the address.

Annual Cardholder Training

Annual Cardholder training is required.  Cardholders will be notified when the training is available.  Failure to complete the training will result in the card being temporarily suspended.

Delinquency

The cardholder's account will be suspended if the account is more than 61 days past due, and the outstanding delinquent balance will be deducted from the cardholder's paycheck per the Employee Agreement. The cardholder's account will be permanently closed if the account is more than 91 days past due. This will occur regardless of whether or not reimbursement for travel costs has occurred.

Travel Card Contact
Program Administrator
LaDonna Brown
Email: lmjarvis@wm.edu
Telephone: 757-221-2836

Agency Airline Travel Card (ATC)

The Air Travel Card is only used for airline or rail purchases through the University’s Travel Management Services provider: Covington.  The invoice is paid by the University and charged directly to the traveler’s department index. 

To utilize the ATC Card for air or rail bookings, departments are required to supply the approved pre-approval to the travel agent.  Pre-approvals are required for all air bookings including guest travelers. See Travel Policy tab- Travel Management Services for additional Covington Information.

Covington's team of agents may be contacted by phone at (804) 344-3244 or by emailing w&m@covtrav.com.

For more information, please see CAPP Topic 20360 - Travel Charge Card (pdf).

Small Purchase Charge Card (SPCC)

The Small Purchase Charge Card (SPCC) program is administered by the Procurement Services department. It offers departments an alternate payment method when making small purchases.  This method give departments the opportunity to purchase goods and services costing $5000 or less.  Any reconciliation of travel activity charged to the SPCC must follow theTravel Policy as well as published SPCC Policies and Procedures provided by the Procurement Services department.

Questions or requests for assistance should be addressed to University’s SPCC Program Administrator.