The travel card can be issued to an employee (including students on payroll) for the procurement of all employee travel-related expenses processed through Concur. Using a travel card allows an employee’s travel charges to import into Concur in the most efficient manner, allowing for easy expense reporting and no out-of-pocket expenses for the employee.
Please complete the Application/Travel Card Agreement. The application can be submitted by someone in the department or the individual requesting the card. The cardholder will receive an email with the Statement of Responsibility, which must be signed electronically.
If you are College of Engineering or other Texas A&M University 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.
- Some departments may opt to maintain the cards in a central location to be distributed at the time of travel.
- At the end of travel, some departments may require the card to be returned to a central location.
- TEES Aging Transaction Escalation Policy
Only business-related travel expenses are allowed. NO PERSONAL EXPENSES may be charged to the travel card.
Card Usage
The CBT Travel card may be used for Airfare, Hotel, and Car Rental, and on local funds only, Restaurants, Conference Registration, Parking, Taxis and Incidental expenses.
Airfare
- Economy fare only, unless prior approvals are obtained and the appropriate account used (see expenditure grid). Approval documentation must be attached to the expense report in Concur
- On State funds, must use a State contract airfare unless cost saving can be proven or there is another valid contract vendor exception. If a flight is purchased less than 2 weeks prior to the departure date, justification as to why must be explained.
- Airfare on State funds must be paid on a travel card – no personal reimbursement allowed.
Car Rental
- The 10% Texas Motor Vehicle Rental Tax cannot be paid on TEES funds when the travel card is used. Travelers should present an exemption certificate upon picking up the rental vehicle.
- The Texas A&M University System has contracted with the rental agencies listed below. These are indicated in our System booking tool as preferred vendors and will include the contracted rates. When booking outside the travel booking tool, the rate number will need to be provided to obtain contract rates. Please contact a TEES Travel Auditor for the contract number. Rentals should be made using these vendors/contracted rates on State funds and, whenever possible, on local funds.
Enterprise/National
Hertz
Conference Registration
- Allowed on local and state funds with appropriate business purpose and benefit.
- NOTE: Student travel is not allowed on State funds.
Hotel
- No personal charges, including but not limited to phone, internet, alcohol, entertainment (movies, games, etc.), or 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.
- On State funds, the GSA rate for lodging cannot be exceeded.
Parking and Incidentals
- Must be on local funds only (e.g., fuel purchases, tolls, etc.)
- Remember, no tips are allowed on State funds.
Restaurants
- 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 unless the meal is at your hotel and billed to the hotel room. Meals not eaten at the hotel (or not charged directly to the room) and charged to the card must be on local funds only.
- Itemized receipts are not required for individual travel meals unless any one meal is $75.00 or more.
- If travel is within the state of Texas, a Texas State Sales and Use Tax Exemption Form is required to be presented to the restaurant prior to the purchase of a Business Meal (local funds only).
- Gratuities on meals are not allowed on State funds.
Concur Travel System
- Each travel 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.
- Expense Reports not submitted by the 90th day after the end day of travel will result in taxable income for the employee.
Reminders
- Protect the card and card number at all times to prevent unauthorized use.
- Immediately notify Citibank at (800) 248-4533 or (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
- 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