Internal Audit (IA) regularly performs audit tests of high-risk transactions. As a result of tests related to the university travel charge card program, we observed a significant number of cardholders had failed to pay their card balance in full each month.
The university travel charge card is a personal liability Visa credit card used for travel and travel-related expenses incurred while conducting university business. The individual traveler is personally responsible for paying all card charges by the statement due date to the card-issuing bank. The account is not a revolving credit account and partial monthly payments are not permitted. [BPPM 95‑03]
Many cardholders with late payments indicated that the delays were because they were waiting for reimbursement of travel expenses. Timely and full payments are required regardless of the timing of reimbursement. If employees are using the university travel charge card as a method for paying travel expenses, it is especially important to create and submit the related expense reports as soon as possible after travel concludes.
Failure to pay each monthly balance in full may result in late fees, card suspension or cancellation, and notification to the cardholder’s supervisor, AFO, HRS, and the Office of Internal Audit.
For questions, please contact IA at ia.central@wsu.edu or 509‑335‑5336.
