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Policies and Procedures

Policy 1307 – Business Travel Card Program

Effective
January 23, 2000
Last Updated
November 4, 2013
Last Reviewed
November 4, 2013
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Systems and Operations

Policy Statement

The University has an agreement with BMO Harris Bank N.A. to provide Diners Club/MasterCard business charge cards for UNC-CH employees to use when on official travel. The intent of this program is to reduce administrative burdens and use of personal funds for business travel. All full-time and permanent part-time University faculty and staff who travel may participate in The Diners Club College/University Program. Graduate students may also receive the travel card with department head permission. The Diners Club College/University Program is a flexible, comprehensive travel management program designed specifically for educational institutions. The program streamlines the current travel process, reduces administrative costs, increases working capital and maximizes travel benefits for business travelers.

The card is issued in the traveler's name and responsibility for payment lies with the cardholder. The University has no financial liability. While the card will be used for travel expenses, reimbursement procedures remain the same, utilizing the travel authorization and reimbursement process with receipts attached as required.

The Diners Club Corporate Card is intended to be used for business-related expenses.

Original receipts for airfare, hotel, and other such expenses should be retained for reimbursement purposes.

As this is a University-sponsored card, it must be relinquished when a person terminates employment. To close an account, card should be cut in half and returned to Travel Team Leader CB #1230.

I. Features of the Program

Up to 60 Days to Pay
The Diners Club Corporate Card is a charge card and the balance in full is due each month. However, Diners Club understands the needs of the business traveler and offers an additional 30-day grace period to protect you in the event of a delay in reimbursement.

Full Value Primary Rental Car Collision/Damage Coverage
When the Diners Club Corporate Card is used to rent a vehicle, Diners assumes primary responsibility for the collision/damage coverage. The rental agency's CDW insurance must be waived for the Diners Club coverage to take effect. This provides valuable savings on car rentals.

$350,000 Common Carrier Travel Accident Insurance
Automatic coverage is provided at no additional cost when the Card is used. Also up to $500,000 TAI for international trips.

$1250 Excess Baggage Insurance
Replacement value of checked or carry-on baggage is provided at no additional cost.

Club Assistance 24-Hour Worldwide Traveler Services
Provides personalized, expert travel assistance from anywhere in the world, including emergency medical and legal assistance; translation/interpreter services; health hazards advisory; passport, visa, and inoculation requirements; and currency exchange information.

The Diners Club Cash Program
As an optional feature of the Diners Club Corporate Card, travelers have the convenience of withdrawing cash at over 345,000 ATM machines worldwide.

Club Rewards Program
Allows participants to earn 2 points per $1 spent. Points are redeemable for frequent flyer miles on every major airline or for travel packages and merchandise available through the Club Rewards Catalog. Annual fee is $75.00, and is to be paid by the individual traveler.

Reason for Policy

This policy is in place to ensure compliance with State and University travel policies and regulations

Exclusions

The University has no financial liability to the Program.

The Cardholder will be responsible for any delinquency fees on the Corporate Card, just as s/he would be on any other card. Delinquency fees are charged at a rate of 2.5% on the portion that is 60 days past due, plus a $30 late fee.

BMO Harris Bank N.A. Diners Club reserves the right to revoke card privileges.

Special Situations

None

Procedures

  • 1307.1 - Applying for a Diners Club Card

Additional Information

Frequently Asked Questions

Q: Why did the University choose to use Diners Club for the business travel program?
A: Diners Club offers up to 60 days to pay your bill. None of the other travel cards offer such lenient terms.

Q: May I use the Diners Club card anywhere in the world?
A: Diners Club is accepted everywhere MasterCard is accepted.

Q: Will applying for a Diners Club card impact my credit score?
A: No.

Related Data

None

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Travel Procedures Travel Services 919-962-0210 919-962-2356 travel_team@unc.edu
Travel Policy Systems & Operations 919-843-5098 919-962-2356 operations_team@unc.edu

History

Revised:
November 4, 2013: Made edits to card name.
January 13, 2011