Prairie View A&M University

Travel

50.04 Travel Contracts Updated: October 31, 2001

1.      State Accounts

        As required by the State Travel Management Program, PVAMU will utilize state contracted
        vendors for travel related services, when the reimbursement or payment of services will be made
        from appropriated funds (State Accounts).

        1.1.   Contracted Charge Cards

                 1.1.1   The current contract charge card is the Bank of America Corporate MasterCard.
                            When the payments will be made with appropriated funds PVAMU employees
                            must charge all airfare to either the Corporate MasterCard issued to them or to the
                            University's CBA account.

                1.1.2   The Bank of America Corporate MasterCard provides 24-hour $500,000 accident
                           insurance for business trips up to 30 days. For trips lasting longer than 30 days,
                           coverage will be re-activated when the employee begins the return trip home on a
                           common carrier. A common carrier is defined as any regularly scheduled air, land,
                           or water vehicle licensed to carry passengers.

               1.1.3   ONLY EXPENSES FOR OFFICIAL UNIVERSITY TRAVEL MAY BE
                          CHARGED TO THE CORPORATE CARD.

       1.2.  Contracted Hotels/Motels

               The Texas State Travel Directory lists those lodging establishments which have signed
               contracts with the State of Texas. The directory lists the contact information and contracted
               rates for each vendor. University travelers must use the contracted lodging establishments
               unless a valid exception exists. The valid exceptions may be found in the Texas State Travel
               Directory.

      1.3.   Contracted Rental Car Companies

               When using appropriated funds, travelers must use Advantage Rent-A-Car, Enterprise, or
               Avis, unless a valid exception exists. Please note: Enterprise has very few contracted sites
              outside of the State of Texas. Please refer to the State of Texas Travel Directory when
              using Enterprise to ensure the location the traveler is using is under contract.

      1.4.  Contracted Airfare

              University travelers must receive contracted airfares when the expense is to be reimbursed or
              paid with appropriated funds, unless a valid exception can be documented. The contracted
              airfares can only be purchased using the Bank of America Corporate MasterCard or the
              University's Central Billing Account. (CBA)

The Texas State Travel Directory is only available in an on-line format at
the following web address: http://www.gsc.state.tx.us/travel/index.html.

2.    Local Accounts

       If the traveler is using local funds (i.e. funding from any account in the 2XXXXX-599999 range)
       to reimburse their travel expenses, the traveler is not required to follow the State Travel
       Management Program. However, in the interest of conserving University funds, all travelers are
       encouraged to used the contracted rates and fares, unless better rates can be obtained.

3.    Vendor Exception Forms

       When using appropriated funds, an employee may seek an exception to State contracts using the
       Vendor Exception Form (Attachment 1).

Contact: Travel Coordinator