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DART Travel Card Responsibilities and Usage

The DART Travel Card can be issued to non-employee students or invited guests for the procurement of all travel related expenses processed through Concur.

Please complete the application / DART Card Agreement. Application can be submitted by someone in the department or the individual requesting the card.  Cardholder will receive an email with the Statement of Responsibility, which must be signed electronically.

If you are College of Engineering or other TAMU personnel, please select “Texas A&M University” as the Agency Name, otherwise select “Texas Engineering Experiment Station” for a TEES issued card.

Cardholder Responsibilities

  • The cardholder is responsible for the security of the card at all times.
  • Only business related travel expenses are allowed. NO PERSONAL EXPENSES may be charged to the travel card.
  • No state funds can be used for non-employee student travel.
  • All receipts are required to be turned in.

Card Usage

The DART Travel card may be used for Airfare, Hotel, Car Rental, Restaurants (non-state funds only), Parking and Incidental expenses (non-state funds only).

Airfare

  • Economy fare only unless prior approvals obtained and appropriate account used
  • State funds must use a State contract airfare unless cost saving can be proven or there is another valid contract vendor exception

Car Rental

The Texas A&M University System has contracted with the rental agencies listed below. Rentals should be made using these vendors and contract numbers when on State funds or whenever possible on local funds.

Avis – F999712
Enterprise – UTS712
National – UTS712

Hotel

  • No personal charges, including but not limited to phone, internet, alcohol, entertainment (movies, games, etc.), additional nights for personal reasons.
  • No Texas State hotel occupancy tax - the traveler must submit a Texas Hotel Occupancy Tax Exempt Form upon checking into the hotel for in-state travel.
  • You should also present Texas State Sales and Use Tax Exemption Form when making other purchases at the hotel (i.e., parking at the hotel).

Parking and Incidentals

Restaurants

  • Itemized receipts are required.
  • If travel is within the state of Texas, a Texas State Sales and Use Tax Exemption Form is required to be submitted prior to ordering for Business Meals Only. Individual meals purchased while in travel status are not exempt from Texas State Sales Tax (i.e., sales tax can be paid).
  • Meals are not allowed to be charged to this card on state-funded accounts. Meals not eaten at the hotel and charged to the card must be on local funds only.

Concur Travel System

  • Each DART card charge must be allocated to a Concur Expense Report within 60 days of the charge.
  • Expense Reports must be submitted into routing by the 30th day after the end date of the trip.

Reminders

  • Protect the card and card number at all times to prevent unauthorized use.
  • Immediately notify Citibank at 1-(800)248-4533 or 1-(800)790-7206 and the TEES credit card administrator at geespee15@tamu.edu if the card is lost or stolen. If outside the U.S., call Citibank collect at (904)954-7314.
  • Dispute charges when having problems with vendors for non-receipt of services or products within 60 days of the statement date in which the transaction appears.
  • Charges considered fraudulent should be reported to Citibank immediately by calling the number on the back of the card. Citibank will send an Affidavit of Unauthorized Use form by email to the cardholder. If transactions actually post to the card the Affidavit must be returned to Citibank within 60 days of the statement date in which the transaction appears.

Card Activation

  • Call the Citibank customer service number on the back of your card.
  • You will use the last 4 digits of your UIN (not your social security number) for your verification code.
    • If a UIN was not available / not on your application, use the last 4 digits of the UIN of Concur card admin that was listed on your application for your verification code. (In Concur the card will be assigned to this departmental person if cardholder is a non-TAMUS individual).
  • When activating a Chip & Pin Card:
    • You will be required to establish a secret four (4) digit pin that will be entered at merchants when using your card.
    • When using the card for the first time at a manned Chip & Pin terminal you will not be required to enter your pin. You will only be required to enter your pin on subsequent purchases.