Payment Methods and Travel Advances

Ithaca College Travel Card

It is recommended that travelers use the College’s travel card to pay for business expenses incurred while traveling on College business.  The Ithaca College Travel Card program is designed to provide employees with a convenient method to pay for College approved expenses. The College’s travel card may be used for College business travel and hospitality only, and may not be used to pay for personal expenses or the expenses of the traveler’s spouse or other individuals not employed by Ithaca College.  It is important to note that any traveler who misuses their College travel card will lose their privileges to carry this card, and possibly their privileges to travel on behalf of the College or even disciplinary actions.

The Ithaca College Travel Card application is available on the Travel Services web site. All travel expenses can be charged on the Ithaca College Travel Card.  Please see the Travel Services web site for a detailed listing of the College’s guidelines surrounding the application and continued use of the Ithaca College Travel Card.

Card Security

Cardholders are responsible for safeguarding Ithaca College Travel Card and account numbers. They must not allow anyone else to use their account number. A violation of this trust could result in the Cardholder having the card withdrawn and disciplinary action taken.

If the card is lost or stolen the Cardholder should immediately notify JPMorgan Chase at 1-800-316-6056 within the U.S., or 1-847-488-3748 outside the U.S. They are available 24 hours a day, 7 days a week. The Program Administrator and Department Coordinator are also to be notified immediately. A new card will be promptly issued to the Cardholder after the reported loss or theft. A card that is subsequently found by the cardholder after being reported lost shall be destroyed.

All credit card transactions are subject to periodic audits for compliance with the policies and procedures outlined in this document. A cardholder who uses the Ithaca College Travel Card for unauthorized transactions or is careless with the card may be personally liable for the total dollar amount of such expenditures plus any administrative fees charged by the financial institution in connection with the misuse and may be subject to disciplinary action.

Disputing Transactions

Cardholders are responsible for initiating the dispute resolution process if there are fraudulent charges on their account.

To begin the dispute resolution process, contact JPMorgan Chase at 1-800-316-6056 within the U.S., or 1-847-488-3748 outside the U.S. They are available 24 hours a day, 7 days a week.   Also contact the Travel Services Office as soon as possible at 607-274-1480.

Termination of Employee Participation

Your participation in the Ithaca College Travel Card program will be terminated when you are no longer employed by Ithaca College.

Prior to separation from the College, the cardholder shall surrender his/her Travel Card and all outstanding receipts or supporting documentation to their Department Coordinator. The Department Coordinator will forward the card to the Program Administrator for cancellation with the bank.

Travel Advances

Given the general acceptability of credit cards and the administrative costs involved with monitoring cash advances the College does not feel it unreasonable for individuals traveling less than seven (7) consecutive days to pay for business related expenses with their own funds and to be reimbursed upon their return.  The College offers the ability to receive reimbursement via Electronic Funds Transfer (EFT), which will expedite the amount of time it takes to receive any approved reimbursements.

Ithaca College limits cash advances to those cardholders that will be traveling internationally, traveling with student group programs, or traveling for an extended period of time of 7 or more consecutive days. If a cash advance is required for an extended period of travel it should be done using the Ithaca College Travel Card. International travel that requires specific cash needs should contact the Travel Services Office.  Student group program travel that requires specific cash needs should contact the Cashiering Services Office. Unused portions of these advances are to be deposited back into the department's accounts within five (5) business days after returning from travel. Failure to submit supporting documentation may result in the loss of cash advance privileges or even travel card privileges. E-Z Pay may not be used for cash advance purposes.

It is important to note that all travel cards will be issued with the cash advance feature turned off, therefore if a cash advance is needed and meets the approved criteria, the Travel Services Office will need to be contacted in order to activate the cash advance feature for a specific card on a temporary basis.

Cash advances obtained by using the Ithaca College Travel Card will be charged an additional 2% fee or $3 minimum per advance in addition to Automated Teller Machine (ATM) fees which will be charged to the departmental budget.