Travel

50.05         Central Billing Account                                                           Issued: December 1, 1998
                                                                                                                Updated: November 3, 2000

1.     Background

        University Travelers are provided the opportunity to obtain a Bank of American Corporate
        Card to cover expenses associated with official university business travel. In the event that
        an employee does not have a corporate card, the University has a Central Billing Account
        (CBA) which may be used for the purchase of airline tickets.

2.     Administration

        The Staff Accountant in the Office of Finance and Administration has been designated the
        CBA Program Administrator for the University.  The CBA Program Administrator approves
        all charges and payments on the CBA.  All questions relating to the CBA should be directed
        to the CBA Program Administrator.

3.     Procedures

        To utilize the CBA for the purchase of an airline ticket, an employee must follow
        these procedures:

        3.1   Prepare a Purchase Requisition payable to Bank of American at least 24 hours before
                the ticket is to be purchased. In preparing the Purchase Requisition, please include the
                name, telephone number, and fax number for the travel agent, to be used, as well as the date
                needed.

        3.2   Submit the Purchase Requisition to the Purchasing Office for issuance of a Purchase
                Order. Reminder Note: For grant and contract accounts, the Purchase
                Requisition must be submitted to the Office of Sponsored Programs prior to
                submission to the Purchasing Office.

        3.3   Upon receipt of the Purchase Order from the Purchasing Office, the CBA Program
                will contact the Travel Agent and authorize charging of the ticket to the University's
                CBA.

        3.4   The employee must make arrangements with their Travel Agent to pick up the ticket.
                Upon return from the trip, the traveler must provide their ticket stub to the CBA Program
                 Administrator.  If the ticket stub is lost, the employee must provide written certification
                that they took the trip but lost the ticket.

        3.5   The CBA Program Administrator reviews the monthly CBA billing, obtains the ticket stubs to
                support the charges, and approves the payment.  

4.     Insurance Coverage

        Travelers using the Central Billing Account are automatically covered by $500,000 in
        Automatic Common Carrier Travel, Accident Death, and Dismemberment Insurance.

Contact:     Vice President for Finance & Administration