Corporate Charge Card for Travel
St. Lawrence University will provide, upon request, a free corporate
travel card to faculty and staff who regularly incur reimburseable
travel and entertainment expenses while on University business. This
card replaces the need for most university cash advances, and makes
it convenient to pay for airline tickets not purchased through
Travel Guard as well as lodging, rental cars, and meal costs. The
card should not be used for personal expenses or the purchase of
goods, services or other items not associated with business travel
and entertainment.
Payment of Bill
The University Corporate Travel Card is issued by HSBC Bank USA pursuant to
license by MasterCard International. Monthly billing statements from
HSBC are mailed directly to cardholders and the cardholders are personally
responsible for paying all charges which appear on each monthly statement
in a timely manner. The University will reimburse employees for allowable
travel expenses reported on a travel expense voucher. Please
see the University’s Travel and Entertainment
Policy for more information on allowable travel expenses. While
HSBC will assess a late fee for payments not received within 30 days of billing,
the University will not reimburse employees for late fees.
HSBC will inactivate cards if a balance is past due for two months
or more. If a past due account is turned over to a collection agency,
the cardholder is responsible for all collection costs.
Issuance of Card
Employees wishing to obtain a University Corporate Travel Card should complete
a Cardholder Agreement Form and
forward to the vice president of his or her division for
approval. The
approved forms should then be forwarded to April Wells in the Business Office
for processing. HSBC
will mail a Mastercard Corporate Card directly to the employee within two
weeks. The card should be signed upon receipt for security purposes
and maintained in a safe and secure place.
Cancellation of Card
The University has the right to cancel any corporate card for nonpayment or
other abuses of the program. Corporate cards will also be cancelled
upon termination of employment with the University. Cardholders
must return the corporate card to the Business Office upon cancellation.
