Hamilton College Travel Card Policy

The travel card is issued by Key Bank pursuant to a license by Mastercard. Cardholders will receive an email notice on approximately the 28th day of each month that the billing statement for prior month charges is available online. Employees must then log on to Key2purchase, Key Bank’s online tool to review card transactions.

Travel Card Reconciliation

Travel card transactions are reconciled in Workday through the Expenses app. Employees will have until the 15th of the month following the statement date to substantiate all charges by submitting their expense reports in the Expenses app in Workday. Employees can review and reconcile transactions in Workday at any time, even before the statement is finalized, as long as the transactions have posted to their account.

Once the expense report is complete and receipts are attached, it must be submitted online in Workday for supervisor approval. The expense report will be made available to the supervisor in Workday, where it must be reviewed and approved or sent back. Supervisors must approve or send back expense reports promptly to ensure that expenses are reconciled with card charges and uploaded to the College’s accounting system by month-end.
 

For detailed instructions on the Card Transaction Reconciliation process, please refer to the following resources:

• Job Aid 
• Travel Card Reconciliation Training Video
• Travel Card Reconciliation for Faculty Tutorial Video

Compliance, Tax Implications, and Audit

The IRS mandates that payments for business-related expenses be substantiated within a reasonable period. If charges on a corporate travel card are not substantiated by a travel expense report and the required receipts within 60 days, the charges will be considered taxable compensation to the employee. The appropriate payroll taxes will be withheld from the employee’s next salary payment, and the employee’s corporate travel card will be canceled.

The Business Office audits card transactions and reporting on a routine basis and ensures that each card is audited for a specific period at least annually.  Cardholders and supervisors will be contacted regarding any questions/concerns that may arise from such audits.

Responsibilities of Cardholders

• Security: The corporate travel card should be kept in a safe place, and the card number must be kept confidential. Lost or stolen cards should be reported immediately to Key Bank at 1-866-290-7700.
• Receipts: Cardholders must obtain original receipts for all transactions. These receipts must be attached to the expense report in Workday to substantiate charges. 
• Sales Tax Exemption: Cardholders should inform vendors that purchases are exempt from sales tax, and the College’s exempt organization number is printed on the card. Some vendors may also require a copy of the tax exemption certificate for the state of purchase. 

Requesting a Travel Card

Employees requiring a travel card should complete a travel card request form and forward to their appropriate vice president or dean for approval.  The approved form must be forwarded to the Business Office and a card will be ordered for the employee.  It generally takes one to two weeks for employees to receive their card. 

Troubleshooting and Support

If an employee encounters difficulty with their travel card, they should call Key Bank Customer Service at 1-866-290-7700.  For security purposes, Key Bank will ask employees to provide their card number as well as the last four digits of their Social Security Number.  In order to protect employee information, the College provided Key Bank with Hamilton College ID numbers instead of Social Security Numbers.  For this reason, employees will need to provide Key Bank the last two digits of their College ID followed by two zeros.

Travel cards will be revoked if cardholders do not comply with the requirements of this policy.