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Travel Update 09-04 

 

Governor's Travel Control Board
Travel Update

TO:
Agency Travel Coordinators
FROM:
James P. Sledge, Chairman
DATE:
November 19, 2008
SUBJECT:
Travel Card Program - Corporate Liability Cards
 
#09-04

The Governor’s Travel Control Board is implementing the following procedures for agencies wishing to utilize the Bank of America Corporate Liability Accounts (commonly referred to as "centrally billed" or "ghost" accounts):

The Bank of America program will feature two types of accounts which are outlined below.

  • Agency Coordinators are no longer allowed to order Corporate Liability cards though the Bank of America Works Application. (NOTE: This does not affect Individual Liability Cards.)
  • A written request personally signed by the Agency Head must be sent to Kelley Shaw, State Travel Coordinator, 405 Stratton Office Building, Springfield, Illinois 62706. The request must include:
    • Name of the employee who will be responsible for the card usage
    • Detailed reason why this card is required
    • Billing location
    • Contact phone number for Agency Head
    • Name as it should appear on the card
  • After the request is approved, Kelley Shaw will order the card(s) through the Bank of America Works Application. Cards will be mailed to the agency coordinator via fed ex and should be received 3 or 4 business days.
  • For review and documentation purposes, Agencies that have existing Corporate Liability Accounts must send a letter personally signed by Agency Head that includes:
    • Last four digits of the existing account
    • Name as it appears on Card
    • Name of the person responsible for that account
    • Detailed reason why card is required.
    • Documentation must be received by December 1, 2008 or cards will be subject to suspension.

Please be reminded that section 2800.230 (c) of the Governor’s Travel Control Board Rules state: "The Government Charge Card may only be used for business related travel expenses, specifically, transportation, lodging, meals, and other expenses considered reimbursable under this Part or under the rules of the Travel Regulation Council (80 Ill. Adm. Code 3000, Subparts C, D, E, and F)." Restrictions are in place to ensure that the Bank of America card is being used properly and employees attempting to use the card for purchases that are improper will, at most times, be declined at the point of sale. However, it is important to remember that the Corporate Liability Accounts are the responsibility of the State of Illinois for payment if improper charges are incurred it is the agencies responsibility to claim reimbursement from the employee incurring the charges. Section 2800.230 (d) states: "Agencies are responsible for monitoring the travel expense payment system to ensure compliance with this Part and the rules of the Council and the terms of the agreement. Misuse or abuse of the Government Charge Card may result in disciplinary action."

Please disseminate this travel update to the appropriate personnel within your agency.

If you have questions, please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705 or Kelley.shaw@illinois.gov.

cc:

Agency Heads
Agency Fiscal Officers
Victor Roberson, Member
Ginger Ostro, Member
Michael Wortham