Travel Services (TRA)
POLICY 13
Effective Date: 01/23/2004
Last Modified Date: 02/02/2004
Diners Club Program
The Diners Club College/University Program is a flexible, comprehensive travel management program designed specifically for educational institutions. The program will help streamline the current travel process, reduce administrative costs, increase working capital and maximize travel benefits for our business travelers. All full-time and permanent part-time faculty and staff who travel may participate in the program.
Features of the Program
Individual Bill/Individual Liability: 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 forms with receipts attached as required.
Up to 60 Days to Pay: The Diners Club Business Travel 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 Business Travel 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 Business Travel 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.
Responsibilities of the University
The University must forward all applications to Citicorp Diners Club. The University will provide the names of terminated employees to Citicorp Diners Club on a monthly basis. The University is committed to processing timely reimbursement of travel expenses when properly requested to ensure that personal funds are not required to pay Citicorp Diners Club; however, the University shall not be liable for any late payment fees or financial charges on the Travel Card.
Responsibilities of the Cardholder
The Citicorp Diners Club Business Travel Card is issued to individuals; the University has no financial liability to the Program.
The Citicorp Diners Club Business Travel Card is intended to be used for business-related expenses.
Travel Authorization and Reimbursement forms must be submitted in accordance with established policies.
Original receipts for airfare, hotel, and other such expenses should be submitted on a Travel Reimbursement Form.
The Cardholder will be responsible for any delinquency fees on the Business Travel 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 $20 late fee.
Citicorp Diners Club reserves the right to revoke card privileges.
Applications
Qualified individuals who would like to participate should request a Diners Club Business Travel Card application form by calling Travel Services at 962-0210. Application forms must be returned to the Citicorp Diners Club Program Administrator, Phil Easler, at CB #1230, 104 Airport Drive.
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