Central Travel Accounts

Introduction

• Airline tickets must be purchased according to State of Washington regulations.
• Specified lodging that is permitted should be arranged directly with the property.
• Charges are reconciled online through the JPMorgan Chase PaymentNet website.

CTA Application

Complete the CTA Application.

• Enter your data in the application online.
• Print the completed form.
• Sign it.
• Mail or fax the completed application to the Corporate Travel Services, Box 351120 or fax (206) 221-2454.

Security

Upon receipt of your account number:

• Advise your travel agency of the number and expiration date. (It is recommended that you use only one travel agency with your CTA.)
• Establish a procedure with the agency that will ensure the security of the number and that only authorized travel is charged to the account.
• Instruct your travel agency to send you the invoice itinerary statement for each ticket they issue on the CTA immediately upon issuance of the ticket. By doing so, you will always know the status of your CTA. You will be aware of any incorrect charges immediately and can instruct the travel agent to correct them.
• The CTA number should not be given to the travelers.
• The reconciler and approver are responsible for the CTA.

Department Responsibilities

• Departments should have written policies for maintaining, reconciling, and approving charges placed on their CTAs.
• Departments must review travel to make sure it's for official UW business and is in compliance with State and University of Washington policies.
• Transactions that include personal travel should not be charged to the CTA. These tickets should be charged to the traveler's individual Travel Card and the individual seek reimbursement for the UW business expense portion on a TEV.
• Transactions should be reviewed by at least two individuals for separation of duties.
• PaymentNet will send weekly email reminders to the reconciler and approver of the account noting transactions that have not been reconciled online.
• Obtain travel itineraries from your travel agency. Review, audit, and reconcile the information in PaymentNet against each travel itinerary on a weekly basis to ensure that all transactions are legitimate UW purchases. If the account number falls into the wrong hands, fraudulent transactions can be identified promptly by the weekly review procedure and reported immediately to JP Morgan Chase (1-800-270-7760).
• Ideally, departments should have back-up reconcilers and approvers.
• Maintain all supporting documentations in the department for a minimum of 6 years after payment is made.

Billing Statements

• Reconciliation of charges is processed on-line at the JP Morgan Chase PaymentNet site. Click on this PaymentNet Connect button to access your CTA with your UW NetID.
• CTAs must be reconciled no later than 9am on the specific payment date that is noted on the JPMorgan Chase home page.
• Transactions that have not been reconciled will be paid using the department's default budget. If a transaction was not reconciled on time and paid incorrectly on the default budget, it is the department's responsibility to journal voucher (JV) the amount to the appropriate budget.

Unused Tickets

• Paper Tickets
• Tickets should not be discarded. They are negotiable documents worth the value of the airfare or unused portion less any cancellation penalties or service fees.
• Return them to the travel agency that issued the ticket.
• Keep a record of the tickets that you return to the agency.
• Obtain a Refund/Exchange Notice (REN) from the travel agency. The REN is your receipt/proof that the ticket was processed for credit by your travel agency. Use the REN to verify credit on the CTA account.
• E-Ticket (Electronic)
• Unused E-Tickets must be cancelled before the trip by calling the travel agency or airline.
• Obtain a copy of the Electronic Ticket Refunds & Exchanges (ET/REA) documentation. This is your receipt/proof that the ticket was processed for credit by your travel agent. Use this to verify credit on the CTA.
• Credits may take up to two billing cycles to appear on your account since returned tickets must go back through the airline's accounting department to verify the amount to be credited. If a credit does not appear on your account within two billing cycles (60 days), contact Customer Service at 1-800-270-7760.

Lodging

• The CTA can be used to charge lodging only for
• NON-UW travelers.
• Ten or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the UW Travel Card Administrator.
• Non-UW travelers who are faculty or staff candidates are limited to per diem. No exception conditions are applicable.
• Only room and tax should be charged on the CTA. Other hotel charges should be paid by the individual. If the expense is reimburseable, the traveler may submit a TEV.
• The department must obtain a folio from the hotel for each room or a statement showing the breakdown of the total charges by room, by night and guest name. This detail should be audited for compliance against applicable regulations and filed with the CTA documentation.
• If unallowable charges are billed to the CTA
  • the department is responsibile for reconciling these charges to 64-XXXX discretionary funds or
  • obtaining reimbursement from the traveler and depositing these funds using a reverse expenditure.
• Using the CTA with hotels. Log on with your UW NetID.

CVV/CV2 Number

Reverse Expenditure

PaymentNet Tutorial

Online CTA Access

Click on this PaymentNet Connect button to access your CTA with your UW NetID.

Corporate Travel Services
Box 351120
(206) 543-7171
Modified: June 11, 2008