Travel Charge Card Program

The Virginia State University Travel Charge Card Program is designed to support faculty and staff in managing business-related travel expenses efficiently and securely. Our program provides a streamlined payment method that eliminates the need for personal reimbursements by helping travelers focus on their university-related missions. Whether attending conferences, conducting research, or participating in academic initiatives, the travel card ensures timely and compliant payment for allowable travel costs. 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 Travel Charge Card is a corporate liability card issued to authorized Virginia State University 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?

Full-time employees who frequently travel on behalf of the University may be eligible to apply for a Travel Charge Card. 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 University’s Chrome River 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 Travel Card Program. 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 Travel Charge Card Program at VSU. 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

Chrome River is the official online system used by Virginia State University 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 VSU remains compliant with state audit requirements.

Need Assistance?

We are here to support you! If you have questions about the Travel Charge Card 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

For More information on training, current forms, and recent updates VSU Faculty and Staff should visit the Office of Procurement Services SharPoint.