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New Online Travel Reimbursement System

Travel Management Services is pleased to announce that a new online travel reimbursement system is currently being developed.  This will be an integrated system through the OneStart portal that can be utilized by university travelers, arrangers and Fiscal Officers.  Through the new online system, you will be able to submit travel authorizations, request travel payments & reimbursements, access reports and even track your reimbursement status all in one system. 

View a timeline for the system rollout.
  Travel Resources Corporate Credit Card Frequently Asked Questions

GE Corporate Credit Card
Frequently Asked Questions

1. Why has Indiana University chosen to change the corporate card provider?
   
2. How will the transition to GE Capital Corporate Card take place?
   
3. How does one apply for a GE Corporate Credit Card?
   
4. How are GE Corporate Credit Cards activated and PINS established?
   
5. If the Corporate Card was received with a mistake (misspelled name, for example), how should this be changed?
   
6. How much does a GE Corporate Card cost?
   
7. Is my account ready to use when I receive my card?
   
8. What are the changes relating to statements and voucher preparation with the new Corporate Card?
   
9. Is the GE Capital Corporate Card like other MasterCard credit cards?
   
10. Why is it important to use the GE Capital Corporate Card when I travel for business?
   
11. How do we charge airline tickets?
   
12. How does this affect my rental car membership?
   
13. What are the cardholder benefits?
   
14. Does the GE Capital Corporate Card provide car rental insurance coverage?
   
15. Is there travel accident insurance coverage?
   
16. Can I designate a beneficiary for the travel accident insurance?
   
17. What happens if your luggage is lost or damaged?
   
18. Can I access cash through my GE Capital Corporate Card?


1. Why has Indiana University chosen to change the corporate card provider?


Indiana University has used American Express and Diners Club as its corporate card provider since the inception of the program. In connection with our corporate initiatives to customer commitment and low cost, the corporate card program was reviewed during this year under a competitive bid process. After careful evaluation, Indiana University determined that the GE Capital Corporate Card would best meet our requirements. The primary driver for the change were:

Acceptance - Our cardholders have expressed a concern over the merchant acceptance.

Technology - GE Capital Corporate Card has state of the art systems and reporting capabilities. This will ultimately provide better service to our cardholders.

2. How will the transition to GE Capital Corporate Card take place? Back to Top

All American Express and Diners Club cards will expire May 31, 2004. Your new Corporate Card will be mailed approximately two weeks after your application is received in Travel Management Services. Enclosed with your GE Capital Corporate Card, you will also receive card activation instructions as well as an overview of the corporate card program. PLEASE READ THESE INSTRUCTIONS CAREFULLY. You can begin using your new GE Capital Corporate Card after activating your account through the 800 number. NOTE: The security code to activate your account number is the last four digits of your social security number.

3. How does one apply for a GE Corporate Credit Card? Back to Top

Applications must be printed, completed and sent via campus mail to Travel Management Services, Poplars 120, BL. Please allow two weeks from the time the applications reaches Travel Management Services for delivery, though usually turn around is much faster. Application

4. How are GE Corporate Credit Cards activated and PINS established? Back to Top

To activate a new travel card, call the Corporate Card Center's Customer Service Department (1 800 359-9227). For security reasons, the cardholder will be asked to verify some personal information. Note: the cardholder's last 4 digits of SSN - which was provided to GE via the application - is the card's security code. The Corporate Card becomes activated immediately following the call.

5. If the Corporate Card was received with a mistake (misspelled name, for example), how should this be changed? Back to Top

Cardholders who received the Corporate Card with errors (such as a misspelled cardholder name), should call the GE Corporate Card Center directly. A correct card will be mailed to the cardholder at no cost. A GE Corporate Card Center representative will notify the cardholder as to whether or not the account # will stay the same.

6. How much does a GE Corporate Card cost? Back to Top

There is no annual fee for a standard card.

7. Is my account ready to use when I receive my card? Back to Top

No. You will need to call GE Capital Customer Service to activate your card. At this point, your card is ready for use.

8. What are the changes relating to statements and voucher preparation with the new Corporate Card? Back to Top

Cardholder statements will be received approximately one week after the close of the billing cycle.

GE Capital will mail your Corporate Card and all future statements to the same mailing address in which you requested on your application.

9. Is the GE Capital Corporate Card like other MasterCard credit cards? Back to Top

No. Unlike other MasterCard cards that are revolving line of credit, the GE Capital MasterCard Corporate Card is a charge card. The balance is payable in full before the next billing.

10. Why is it important to use the GE Capital Corporate Card when I travel for business? Back to Top

Indiana University will receive a daily file from GE Capital Corporate Card which will populate your expense reimbursement forms when the new travel system is rolled out this summer. The charges you make are summarized in reports to Indiana University. By utilizing these reports, Indiana University can realize additional cost savings and negotiate favorable rates with hotels and other travel vendors.

11. How do we charge airline tickets? Back to Top
  • Call one of the Designated Travel Agencies or booking through IU's on-line travel planner.
  • Give the agent your Department Code, and the request number, (assigned by the department).
  • Specify the account number or numbers (and dollar limits that may apply to the account)REQUIRED
  • Sub-account or accounts (and dollar limits that may apply)OPTIONAL
  • Sub object codes (and any dollar limits that may apply)OPTIONAL


12. How does this affect my rental car membership? Back to Top

Our rental car agency, National Car Rental, will revise their files to show your GE Corporate Card number as your payment mechanism. Your membership numbers and privileges will not be affected. Please check before you travel to make sure your credit card information has been updated.

13. What are the cardholder benefits? Back to Top

Cardholder benefits include: 24 hour emergency card replacement, automatic travel accident coverage, excess baggage insurance, full value primary auto collision/loss damage waiver insurance and personal effects coverage, 24 hour roadside assistance, and travel medical protection. For further information, please refer to the GE Capital brochure that will be mailed with your corporate MasterCard.

(Check out $500,000 travel accident insurance, $5,000 for excess baggage)

14. Does the GE Capital Corporate Card provide car rental insurance coverage? Back to Top

MasterCard's MasterRental Insurance Coverage provides you with Collision and Loss Damage Insurance when you rent a car for 31 days or less. Refer to the MasterCard Corporate Card Guide to Benefits for details. The Guide is mailed to each cardholder with the cardholder with the card, but see link for more details:
MasterCard Corporate Card Guide to Benefits


15. Is there travel accident insurance coverage? Back to Top

As a MasterCard cardholder or MasterCard Central Travel Account user, you are eligible for coverage on the date your credit card is issued. You and your dependents become covered automatically when the entire travel fare is charged to your eligible credit cards.

16. Can I designate a beneficiary for the travel accident insurance? Back to Top

No. Benefits are paid to the first surviving of your spouse, children, parents, siblings or to your estate.

17. What happens if your luggage is lost or damaged? Back to Top

GE Capital provides lost/damaged assistance when the common carrier ticket was charged to your GE Capital Corporate Card. See link in item #10.

18. Can I access cash through my GE Capital Corporate Card? Back to Top

No, Indiana University will not allow cash access under this program.

 
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Comments: jharner@indiana.edu
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