Travel Charge Card Program
Travel Overview
51ºÚÁÏ is committed to supporting university-related travel in a manner that is efficient, cost-effective, and compliant with all applicable state and institutional policies. Travel at 51ºÚÁÏ refers to official business travel undertaken by faculty, staff, and authorized individuals on behalf of the university. 51ºÚÁÏ travelers are eligible for reimbursement of reasonable and necessary expenses incurred while conducting official university business. All expenditures must align with 51ºÚÁÏ policy, state regulations, and institutional accountability standards, ensuring transparency and integrity official business.
Travelers are expected to exercise good stewardship of public funds by selecting the most economical options and adhering to all pre-approval, documentation, and reimbursement requirements. Travelers must use university-approved methods of payment and ensure that expenditures are reasonable, necessary, and directly related to university business.
The 51ºÚÁÏ Individual Liability Travel Card (ILTC) Charge Card Program is designed to support faculty and staff in managing business-related travel expenses efficiently and securely. Our program offers a streamlined payment method that allows travelers to avoid using personal funds up front, enabling them to stay focused on their university-related responsibilities. The University follows the Commonwealth of Virginia’s travel policies, and all cardholders must adhere to both state and institutional guidelines to remain in good standing with the program.
About the Travel Charge Card
The ILTC is a corporate liability card issued to authorized 51ºÚÁÏ employees for official travel-related purchases only. It is not linked to the employee’s personal credit and should never be used for personal expenses. The card is intended for costs such as lodging, transportation, conference registration fees, and meals while traveling on official university business. All purchases made using the card must follow the Commonwealth of Virginia’s CAPP Manual Topic 20360 and the University’s internal travel policies. It is a privilege to hold a travel card, and proper usage is critical to ensure the integrity and continued use of the program for all departments.
Who Can Request a Travel Card?
The card simplifies travel planning and ensures charges are processed directly through the travel system — providing quicker, compliant expense reconciliation. Full-time employees who frequently travel on behalf of the University may be eligible to apply for an ILTC. The request must be approved by the department head or supervisor, and the employee must complete the required training before receiving the card. While the program is optional, it is highly encouraged for regular travelers, as it simplifies travel arrangements, reduces out-of-pocket costs, and aligns with the University’s financial control procedures. Temporary, student, or contract workers are not eligible for the card. The card simplifies travel planning and ensures charges are processed directly through the travel system — providing quicker, compliant expense reconciliation.
Responsibilities of the Cardholder
Cardholders are responsible for ensuring that every charge made with the Travel Card is valid, documented, and approved in accordance with University policy. This includes maintaining all itemized receipts, submitting timely travel expense reports, and resolving any discrepancies with vendors or the card provider. Misuse or neglect may result in disciplinary action, card cancellation, or personal liability. Cardholders must also keep the card secure and notify the Program Administrator immediately in case of loss, theft, or suspicious activity.
Responsibilities of the Supervisor
Supervisors play a critical role in the integrity of the ILTC. They are responsible for reviewing and approving all travel requests, monitoring employee compliance, and ensuring that receipts and documentation are submitted promptly. Supervisors must be familiar with state and University travel policies and provide guidance to cardholders as needed. In cases of misuse or noncompliance, supervisors must act swiftly to report and address issues in collaboration with the Program Administrator.
Role of the Travel Card Program Administrator
The Program Administrator oversees the daily operations of the ILTC Program at 51ºÚÁÏ. This includes reviewing card applications, conducting cardholder training, monitoring usage and compliance, and serving as a liaison with the Department of Accounts (DOA) and card provider (currently Bank of America). The Administrator also handles audits, policy updates, and provides direct support to faculty and staff with travel card questions. Ensuring compliance with Commonwealth and University guidelines is a top priority in maintaining the program’s continued success.
Training and Support
All prospective Travel Cardholders are required to complete mandatory training before a card is issued. Training sessions cover card usage policies, travel regulations, receipt documentation, and best practices for travel planning and reporting. Refresher courses may be required periodically or after audit findings. Additional tools, such as step-by-step guides, reimbursement forms, and quick reference materials, are available through the Procurement Services website to help cardholders and supervisors stay informed and compliant.
Chrome River Travel & Expense System
is the official online system used by 51ºÚÁÏ to manage travel pre-authorizations, track expenses, and submit reimbursement requests. All cardholders must use Chrome River to request travel approval and submit expense reimbursements. All travel card charges must be entered and reconciled through Chrome River, including:
- Pre-approval of travel (via pre-authorization requests)
- Uploading receipts for all travel-related expenses
- Categorizing card transactions to match state guidelines
- Submitting final expense reports for supervisor and budget approval
Chrome River provides a user-friendly, paperless process that allows travelers and supervisors to stay organized and ensures that 51ºÚÁÏ remains compliant with state audit requirements.
Need Assistance?
We are here to support you! If you have questions about the ILTC Program, need help with an application, or require clarification on a policy, please contact the Office of Procurement Services at chargecard@vsu.edu. We’re committed to helping our faculty and staff travel with confidence, accountability, and ease.
Helpful Resources
- 51ºÚÁÏ Travel Policy (PDF)
For More information on training, current forms, and recent updates 51ºÚÁÏ Faculty and Staff should visit the .