Travel Cards

Regular Western Michigan University employees and departments are eligible to obtain a University Travel Card to be used for departmental purchases if they have frequent domestic/international travel and would benefit from having a corporate card to utilize while traveling instead of incurring personal charges. The Travel Card requires that cardholders reconcile their balances monthly, so a greater level of responsibility and attentiveness is required for use. See the Travel Card Program Handbook for complete details and the list of items that are prohibited to be purchased using the Travel Card.

For Procurement Card information please visit the website here.

  • Card Types, Uses, and Limits

    Individual Travel Card

    • Issued in the cardholder's name
    • Default Limits: $5,000/transaction and $5,000/cycle
    • Shared use is not permitted
  • Applying for a New Travel Card

    To  request a new Travel Card, the following steps must be completed:

    1. Review the Travel Card Handbook for compliance. All Travel Cardholders must ensure that applicable policies are followed when using the card.
    2. Complete the Travel Card Application Form and submit electronically to the acnt-procard@wmich.edu email box. Cards will arrive within 3-5 business days.

    Online training modules are available below, they're not required to receive a travel card. 

    Key Reminders:

    • Issuance of a Travel Card is limited to employees of Western Michigan University and a valid business need is required to apply.
    • Additional approval is required from the WMU Grants and Contracts department for Travel Cards that utilize grant funding. Grants and Contracts require the designation of a reserve account. Charges will only be made against a reserve account if the card balance is not paid off in a timely manner and requires charging the reserve account. See the Grants and Contracts website for additional policies and procedures for the use of grant funded cards.
    • The Verification ID that will be required to activate the card will be the cardholder's WIN number. This should be designated on the application form.
    • All new applications for a Travel Card will be available for in-person pick up at the Payroll & Disbursements office located in the Seibert Administration building 4th floor. The department will notify the cardholder listed on the application by email with pick-up instructions. The cardholder will also receive instructions on this email to sign up for the Payment Center system to view transactions and pay off the balance on their Travel Card.
    • Travel cards that need to be routed to out-of-town recipients must be requested after this initial correspondence
  • Changing an Existing Travel Card
    1. Determine type of change needed:
    • Limit Increases: Requests to temporarily increase the transaction or monthly cycle limit must include a justification for the increase (including payee, anticipated amount of transaction, cause/reason for increase, Travel Authorization #, etc.,) and specified duration (typically less than 30 days). Monthly cycle limit increases may be made permanent with proper approval and business purpose.
    • Embossed Name Changes: Requests to change the name embossed on the 1st line of the card.
    • Temporary Hold Requests: Units may request when use of the Travel Card is suspended temporarily (e.g. budget restrictions or temporary leave).
    • Card Cancellations: Travel Cards must be cancelled if the cardholder's employment is terminated, transfers to another unit/department or assumes different duties that do no require frequent travel to justify use of a Travel Card.

    2. Complete and submit the Travel Card Maintenance Form to the acnt-procard@wmich.edu email box with the designated changes needed.

    Key Reminders:

    • Depending on the date/time of submission, most changes will be in effect within 24 hours (exceptions may apply during high volume periods). A confirmation email will follow upon completion of the maintenance request.
    • Urgent requests should be noted and will be expedited based on critical need.
  • Transaction Disputes

    Transactions that are not considered legitimate or authorized by the university should be disputed with Bank of America. The Cardholder is responsible for initiating the dispute by contacting Bank of America's fraud department at 866-500-8262 and a representative can open a dispute and replace the card if necessary.

    NOTE: The dispute notification must be received by the bank within 30 days of the transaction post date to ensure the transaction can be properly cancelled and refunded. Since the cardholder is responsible for repaying the card balance monthly it is critical that these are caught and dealt with promptly to avoid issues.

  • Lost or Stolen Cards

    Accountholders are required to immediately report any lost or stolen Procurement Card to BAML toll-free at 1-888-449-2273 (24 hours a day, 365 days a year). The Accountholder must also immediately notify their Program Administrator and Business Manager/Department Head about the lost or stolen card at the first opportunity during normal business hours. It is extremely important to act promptly in the event of a lost or stolen card, to avoid company liability for fraudulent transactions.

    You will no longer be able to use the account number after notifying the bank of a lost or stolen card. BAML will automatically reissue a new card, and the Program Administrator will notify you as soon as the new card is received. A card subsequently found after being reported lost should be sent to the Program Administrator.

Travel Card Forms and Policies

TitleDescription
Travel Card Application FormForm to request new Travel Card. Send to acnt-procard@wmich.edu email after completion.
Payment Center Quickstart GuidePDF detailing instructions on how to set up a Payment Center account for first time cardholders.
Travel Card Program HandbookTravel Card policy managed by the Payroll & Disbursements office.
Travel Card Maintenance FormForm to request a change to an existing Travel Card. Send to acnt-procard@wmich.edu email after completion.

Training Modules and Job Aids

Completion of the Travel Card training modules is encouraged for all cardholders; they detail critical Payment Center functions that may be useful for new and current cardholders. There is also a list of detailed job aids in PDF form that can be found below.

TitleDescription
Downloading Monthly StatementsHow to locate monthly statements in the Payment Center system that detail recent transactions and the current card balance.
Travel Card Training Modules Script This document contains all of the script for easy access of verbiage of the training videos.
Travel Card FAQsA list of commonly inquired questions pertaining to the Travel Card, Payment Center system and cardholder responsibilities