Benefits
Official UW Business Only
No Personal Expenses
Pay Full Balance
Card Termination
Use of Account Information
Public Records
Other
If you use a UW Travel Card, you do so with the understandings and under the conditions set forth in this Policy.
The University of Washington has a contract with J.P. Morgan Chase ("Chase") under which Chase makes charge cards available to UW faculty and staff on special terms and conditions, including:
State of Washington travel regulations require you to charge airfares for UW business to either your Department's Central Travel Account (CTA) or a UW Travel Card. Thus, a UW Travel Card provides you an easy option for charging airfare and other UW related travel expenses. In addition, a UW Travel Card will allow you to avoid burdening your personal credit cards with expenses associated with official UW business.
You may use the UW Travel Card only for expenses related to the following official UW business while on travel status.
In addition, you may use the UW Travel Card for non-reimbursable expenses reasonably incident to UW business related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., in-room movie or mini-bar charges).
You may not use the UW Travel Card for personal expenses, which could include any expense other than an expense authorized in this Policy. Use of the UW Travel Card for personal expenses could lead the UW to ask Chase to cancel the card.
The UW Travel Card will be issued by Chase directly to you. As such, it will be governed by a contract that is solely between Chase and you, and you are personally responsible for paying all charges on the UW Travel Card.
The contract between you and Chase will require you to pay your balance in full by the next billing statement, and if you fail to do so, your charge card will incur late fees beginning at 60 days past due and your charge privileges will be suspended.
The UW will reimburse you in a timely manner for all allowable transactions upon receipt of complete and proper documentation (Travel Expense Voucher with original receipts as required). However, as a condition of accepting reimbursement from the UW, you agree to use all of the reimbursement money to pay off charges on the UW Travel Card.
If you have a balance on your UW Travel Card, and you do not use the reimbursement money to pay down the balance, then you may be subject to disciplinary action for violating the terms of this Policy, and you may be subject to proceedings under the State Ethics Act. In addition, if you use your travel reimbursements for personal expense and not pay the corresponding charges on your UW Travel Card account, this could constitute fraud.
Your contract with Chase allows Chase to tell the UW about the status of your payments to Chase, including if you have not honored your obligation to pay your balance in full by the next billing statement. If the UW receives notice that you have not paid your balance in full by the next billing statement, the UW Travel Card Administrator may contact you.
If your account is terminated for delinquency, dishonored payments, not using your reimbursement to pay your card balance, or use of the card for personal charges, your account cannot be reinstated.
If the University were to contract with another financial institution other than Chase, the information used to open your UW Travel Card may be transferred using confidential, secure methods to the new institution to provide you continuous service. The policies set forth here would continue in effect.
All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.
Additional policies, features and information.
