The optional UW Travel Card is an individual liability card for permanent UW faculty and staff that will be employed a minimum of six months with the University and expect to take at least two business trips per year. The UW Travel Card is to be used for official university business travel expenses only. It is not intended to be used for personal purchases.
Travel card users must seek reimbursement for travel expenses from the Travel Office using eTravel. Travel Card holders are required to pay the entire balance on the card monthly.
To apply for a Travel Card, fill out the Travel Card Application form.
The credit line on a UW Travel Card varies based on the individual's credit assessment. There are three credit limits: $5,000, $3,500, $1,500. When this initial limit is reached an automatic override commences for an additional 200% or 300% for strictly travel and what the industry calls "entertainment charges" (T&E). Travel charges consist of airline, hotel/motel, automobile rental, rail, taxi, etc. "Entertainment" charges consist mainly of restaurants and other eating establishments.
The UW Travel Card is issued by JPMorgan Chase directly to the user. As such, it is governed by a contract that is solely between JPMorgan Chase and the cardholder. Cardholders are personally responsible for paying all charges on the UW Travel Card.
The contract between the cardholder and the bank requires full payment of the balance by the next billing statement. If the cardholder fails to make full payment, late fees begin to incur at 60 days past due and the card is suspended.
Upon receipt of complete and proper documentation, the UW Travel Office reimburses official UW travel expenses in a timely manner through the online eTravel system. As a condition of accepting reimbursement from the UW, cardholders agree to use all of the reimbursement money to pay the charges in full on the UW Travel Card.
If there is a balance on the UW Travel Card, and the reimbursement money is not used to pay the balance in full, the cardholder will be subject to corrective actions for violating the terms of this policy, and will be subject to proceedings under the State Ethics Act. Using travel reimbursements for anything other than paying the corresponding travel charges constitutes fraud and will lead to corrective actions which may also include dismissal. If the UW receives notice that a statement balance has not been paid in full by the due date, UW Corporate Travel Services will contact the cardholder and the department administrator to facilitate payment.
The UW Travel Card should be treated with the same security as a personal credit card:
- Keep it with you or lock it in a secure place
- Do not write any portion of the card number down or share the number with others.
- Only use reputable vendors
- Do not give the card number to a merchant to "keep on file". Sending copies of the front and back of your card to vendors with whom you are doing business is discouraged. This practice opens a greater window of opportunity for fraudulent activity to be placed on the card.
Cardholders are recommended to carefully review transactions on their statement regularly to avoid any fraudulent transactions.
If fraudulent activity is found, please be sure to:
- Immediately contact JPMC Fraud department at 1-888-307-2990 and the CTS office 206-543-5252.
- Complete the Affidavit Form when received from JPMC within 7 business days.
The new replacement card will be sent to the CTS office within 3-5 business days. Cardholders can pick up the card at our office or request it to be forwarded to your office by emailing firstname.lastname@example.org.
Lost or stolen cards must be reported immediately to:
- JP Morgan Chase
- Inside the U.S.: 1-800-270-7760 / 1-800-VISA-911
- Outside the U.S./Canada: 1-801-281-5825 / 1-410-581-9994
- UW Procurement Card Services 206-543-5252
Request cancellation of your UW Travel Card by emailing email@example.com with the name and the last 4 digits of the account number. Please note, upon separation from the UW, outstanding balances must be paid in full and cancelled card will need to be turned in to your department.