UMass Boston VISA® Corporate Travel Card Program
The University provides a no-fee, individual liability corporate VISA® card to employees who travel frequently on University business as a payment vehicle for reimbursable expenses. The objectives of the University Corporate VISA® Travel Card program are:
- to provide employees with added convenience, security and flexibility while traveling on University business.
- to reduce travel and administrative costs. The Corporate VISA® Travel card provides many important features both to the employee and to the University. In addition to worldwide acceptance, it facilitates payment for the most travel related expenses (e.g., airfare, hotel, conference fees) and provides essential travel data to the University.
Use of the Corporate VISA® Travel Card is strictly for travel and business expenses only. Personal charges may not be made on the Corporate VISA® Travel Card. The VISA® monthly statement is, sent directly to the cardholder and is due and payable in full each month. Cardholders are responsible for all charges made to their cards and for paying their cards on time. The University receives information on delinquent accounts.
Examples of travel/business expenses APPROPRIATE for the Corporate VISA® Travel Card include:
- Airfares
- Hotels/lodging
- Restaurants
- Fuel for vehicles
- Ground transportation
- Conference registration fees
- Amtrak fares
- Car rentals
- Airport parking
Examples of charges NOT APPROPRIATE for the Corporate VISA® Travel Card include:
- Subscriptions
- Catalog orders
- Personal expenses
- Equipment
- Entertainment
- Alcohol
- Memberships
- Supplies
Services and Benefits
Medical Referral Assistance
- Referral assistance to help you find the medical assistance you need
- Communication coordination between you, your family and your doctor at home
- Emergency funds to cover your medical expenses and transportation
- Evacuation assistance if you must be moved to medical facilities in another country
- Prescription acquisition to secure the medication you need promptly
Travel Assistance
- Pre-trip planning provides information about health precautions, weather reports, currency exchange rates, visa and immunizations
- Emergency message service available toll free 24 hours a day, can retain and relay emergency messages for travelers
- Valuable documentation delivery-transport critical documents which may have been left at home or elsewhere
- Foreign language translation provide telephone assistance in all major languages and helps find interpreters, if available
- Emergency Ticket Replacement arranges replacement of lost or stolen tickets by booking emergency tickets for airport or terminal pick-up or for delivery to your location
Legal Referral Assistance
- Advancement of funds
- Bail bond assistance and follow-up
- Referral Assistance can arrange contact with English speaking attorneys, US embassies or consulates. The VISA® Assistance Center will maintain communication with you, your family and your business associated until your legal issues are resolved.
Emergency Roadside Assistance
- The VISA® Assistance Center will provide assistance if you need services such as a jump-start, tire change or tow. The service covers personal cars as well as rental cars. In most cases, help should arrive within 30minutes.
Emergency Card & Cash
- The VISA® Assistance Center will issue an emergency replacement card within 24 hours in the US and usually within one business day when you are traveling overseas. If you need funds before the card is replaces, the Center will arrange for expedient delivery of emergency funds.
The Emergency Travel Assistance Services are provided at no additional charge as part of your VISA® Corporate Travel Card benefits, whenever you are more than 100 miles away from home.
The VISA® Travel Assistance Services provides assistance and referrals ONLY. You are responsible for the cost of any medical, legal, transportation, cash advances or other services or goods provided.
For information regarding account information (e.g. balances, charge authorization, billing inquiry, lost/stolen card reporting), cardholders should contact U.S. Bank Customer Service at (800) 344-5696.
Prepaid Airfare Tickets & Conference Fees
Travelers who prepay airfare or conference fees on the University's Corporate VISA® Travel card may use one of the following reimbursement methods:
Airfare Reimbursement to the Traveler
A traveler may request reimbursement for airline tickets purchased prior to the trip date, provided the airfare was charged to a University Corporate VISA® Travel card. For reimbursement, a Travel Reimbursement Voucher with the corporate card billing statement attached showing the airfare transaction must be submitted to the Controller's Office.
Conference Fee Reimbursement to Traveler
A traveler may request reimbursement for conference/registration fees paid prior to the trip date. For reimbursement, a Travel Reimbursement Voucher with the corporate card billing statement and an original receipt from the conference indicating the amount paid, must be submitted to the Controller's Office.
Hotel Reservations
Travelers are expected to incur the least expense to the University when a selection of rooms and rates are available.
- Travelers may stay in a standard room, single room rate, at a non-luxury hotel and are encouraged to take advantage of reduced rates by making reservations early.
- Travelers should request the hotel's 'special' rate, such as a government or college/university rate.
- Travelers should request and record the hotel reservation number in case of billing disputes and to expedite the check in process.
- Travelers should be aware of the hotel's late check-in procedures. Guaranteed late check in is available when the room is secured with the University Corporate VISA® Travel card.
- When traveling to a conference, the University assumes travelers will stay at the hosting hotel even if the rate exceeds a non-luxury hotel rate. If there is a choice of hosting hotels, travelers are expected to stay at the least expensive property.
Vehicle Rentals
The use of rental cars must be approved by the traveler's immediate supervisor. Automobiles may only be rented when public transportation and taxis are impractical, more expensive or mot available. The traveler is encouraged to seek the most economical pricing.
Agency Requirements
Travelers should ask the rental agency about any additional requirements and charges associated with the rental of an automobile. The following are examples of such charges and requirements.
- 25 years minimum age to lease and/or operate a rental automobile
- Major credit card required for reservation
- Gasoline charges assessed when an automobile is returned to the agency with less than a full tank.
- Additional surcharges for dropping off the automobile at a different city than the original Airport. City.
Collision Damage Waiver Insurance
When the entire rental transaction is made with the University's Corporate VISA® Travel card for a car rental; Full Value - Primary Coverage is provided at no charge for most rental cars . This coverage includes; coverage for damage or theft for rentals up to 31 days worldwide. Certain restrictions, limitations and exclusions apply, so please refer tot he VISA® Corporate Services and Benefits notice that was included with the VISA® card. For this free coverage, travelers must decline the rental car company's CDW/LDW coverage.
Accident and Baggage Insurance
Accident and baggage insurance is provided at no charge by the University Corporate VISA® Travel card if the travel services are purchased with the card.
Travel Accident Insurance
$500,000 Common Carrier Travel Accident Insurance is primary coverage, protecting against loss caused by
a) a common carrier accident, or b) an accident occurring on the way to or from the terminal in a common carrier (i.e. taxi, bus, or airport limousine), provided the entire travel fare(s) ticket was charged to the University's Corporate VISA® Travel card prior to departure from the terminal.
Please refer to the Corporate VISA® card Services and Benefits included with the Corporate VISA card information packet.
Travel accident insurance applies to the cardholder, his/her spouse, and his/her children while traveling worldwide for business purposes, providing the entire travel fare(s) was purchased with his/her University's Corporate VISA® Travel card.
$1,250 Lost or Stolen Checked/Carry-on Baggage Coverage
Coverage is provided when the common carrier ticket is purchased with the University's Corporate VISA® Travel card. The individual will receive reimbursement for the cost of luggage and its contents up to the lesser of: a) the amount paid to the traveler by the common carrier, or b) $1,250 provided the luggage was checked with the common carrier and lost is due to theft or misdirection by the carrier. Reimbursement is made only is the common carrier makes a monetary reimbursement and no other consideration.
Coverage is provided for:
Checked/carry-on baggage and its contents, bicycles checked as baggage, coats packed in checked baggage, certain personal effects of the Corporate VISA® Travel cardholder.
Coverage is not provided for:
Business contents or effects, umbrellas, hats, coats, cash or it's equivalent, credit cards, securities, tickets and documents, contact lenses, artificial teeth and limbs, plants and animals, household effects (items used or displayed in a household of a personal nature such as silverware, art objects, bedding and lines), or automobiles, motorcycles, boat or other conveyances.
Coverage of "high risk" items such as jewelry, sporting, photographic, or electronic equipment, computers and audio visual equipment is limited to a combined maximum of $250 per trip.
Questions concerning the Corporate VISA® Travel card Insurance should be addressed to U.S. Bank VISA® (800) 344-5696.
Corporate Billing and Payment
Employees are responsible for prompt payment of their Corporate VISA® Travel card bill each month. All Corporate VISA® Travel card charges are due and payable within 30 days from the closing date of the billing cycle, the 21st of each month.
Cardholder who will be away for more than 30 days should contact VISA® at (800)344-5696 (24-hour customer service) or make arrangements to have the bill paid.
For assistance with reimbursement issues, please contact the Controller's Office Travel Section at (617) 287-5124.
For assistance with the Corporate VISA® Travel card payments contact: U.S. Bank VISA® at (800) 344-5696. If necessary, contact the Controller's Office Travel Section at (617) 287-5124.