The introduction of the US Bank TravelCard has also brought about a change in the way TravelWayne handles TravelCard charges marked personal when there are also amounts due to an employee (out of pocket expenses, per diem, etc.) on the same expense report.
Historically, any TravelCard charge that was marked personal and processed on an Expense Report in TravelWayne needed to be paid directly to the Card Servicer (Previously JP Morgan, now US Bank) by the employee. Even if there were amounts due to the employee on the same expense report, those amounts were paid in full to the employee and then the employee would have to pay the full amount that was marked personal to the card servicer directly.
This situation is now handled differently. If there are any TravelCard charges marked personal AND amounts due to the employee (out-of-pocket expense, fixed meals, etc.) on the same expense report, the amount paid to the employee will be reduced by the amount of the TravelCard charges marked personal, and that amount will be paid by WSU directly to the Card Servicer. Any amount due to the employee exceeding that amount will be paid directly to the employee. If the amount marked personal exceeds the amount that would have been due to the employee, the employee will not receive a payment and will subsequently need to pay the Card Servicer directly for any remaining amount that was marked personal. The employee will see this amount on the "Wayne State Detail" report that can be accessed under the Print/Email dropdown from the Expense Report header screen. In the summary section of this report, this amount will show under "Amount Due Company Card From Employee".
Example 1:
Employee charged the following on their TravelCard:
Hotel $200
Flight $500
Lunch $10 * marked personal on the Expense Report
Dinner $20 * marked personal on the Expense Report
In addition to the above items, the employee had the following Out of Pocket/Fixed Meals on their Expense Report:
Fixed meals 80
Taxi 20
When this report is approved, the old method would have WSU pay the Card Servicer $700, WSU would pay the employee $100, and then the employee would need to pay the Card Servicer $30 directly.
The new method will have WSU pay the Card Servicer $730 and WSU would only pay the employee $70.
Example 2:
Employee charged the following on their TravelCard:
Hotel $200
Flight $500
Lunch $50 * marked personal on the Expense Report
Dinner $80 * marked personal on the Expense Report
In addition to the above items, the employee had the following Out of Pocket/Fixed Meals on their Expense Report:
Fixed meals 80
Taxi 20
When this report is approved, the old method would have WSU pay the Card Servicer $700, WSU would pay the employee $100, and then the employee would need to pay the Card Servicer $130 directly.
The new method will have WSU pay the Card Servicer $800, WSU would not pay anything to the employee, and then the employee would need to pay the Card Servicer $30 directly.
This method of offsetting the employee paid amount by amounts owed to the TravelCard makes good business sense and will be more efficient. It removes the task of the employee having to pay amounts directly to the Card Servicer as long as their out of pocket/fixed meal total exceeds the amounts marked personal. This situation is the case for the vast majority of Expense Reports that include TravelCard charges marked personal.
If you have any questions, please reach out to us at travelwayne@wayne.edu.