Re-launch of the American Express Travel Card Program

In an effort to ensure proper controls are in place over the Travel Card, the Department of Administrative Services (DOAS), State Purchasing Division (SPD), is announcing a "re-launch" of the Travel Card Program that has been in place for the last 20 years. Effective June 1, 2008, all Travel Cards will be cancelled unless proper Agency/University approval is granted and reported to SPD, as explained below and in separate communications to State personnel affected by these changes.

A recent review of activity on the State Travel Card, issued by American Express, has shown numerous instances of personal use of the card as well as non-payment of amounts due American Express. Although responsibility for payment to American Express resides with the individual cardholder, and the State of Georgia does not incur a financial loss for unpaid charges, abuse of the program tarnishes the reputation of the State of Georgia. A well-run program is critical in the State of Georgia's goal to become the best-managed State in the country. This re-launch is the first step in meeting program goals while ensuring that State employees who travel regularly in the performance of their duties have a viable alternative to use of personal credit cards, personal funds, or travel advances.

The initial step in this project was a notification sent to all Agency Heads and University Presidents from Mr. Brad Douglas, DOAS Commissioner, on April 24, 2008, explaining the need for the re-launch. The notification included a copy of the new State Travel Card Policy and a "Designation of Program Administrator" form to be submitted to SPD.

The new State Travel Card Policy is available on the State Purchasing Division web site (statepurchasing.doas.georgia.gov). Find "Statewide Card Programs" under either State Government or Local Government to find policies and links to official charge card program forms for the Travel Card and the Purchasing Card.

During the week of May 5, 2008, Cardholders and Agency/University Card Program Administrators will receive two separate communications from SPD:

Card Program Administrators will receive a notification explaining the details of the re-launch, a copy of the new State Travel Card Policy, forms that cardholders must complete, and a timetable as to when all documentation must be submitted.
Cardholders will receive a letter explaining their responsibilities in the re-launch, a copy of the new State Travel Card Policy, and an approval form to be submitted to their Agency's/University's Card Program Administrator.

Key Points in the Program:

The card is only to be used for travel expenses incurred in the performance of official State business. The card is not to be used for personal purchases at any time, even if the cardholder pays American Express monthly.
Cardholders are responsible for following Agency/University-established guidelines for obtaining approval and reimbursement for all travel-related expenses.
Agencies/Universities are responsible for implementing procedures to ensure cardholders receive timely reimbursement for travel-related expenses.
Cardholders are responsible for ensuring that all charges on the Travel Card are reimbursed, in full, each month to American Express.

Please direct any questions you have on the Travel Card Program to:

State Purchasing Division / Process Improvement & Audits
200 Piedmont Avenue, SW
Suite 1308 West Tower
Atlanta GA 30334

Fax: 404-657-8444
Email: ProcessImprovement@doas.ga.gov

Donna File, Process Improvement Audit Manager
Donna.File@doas.ga.gov
404-651-9289

Maggie Clarke, Process Improvement Audit Supervisor
Maggie.Clarke@doas.ga.gov
404-656-5907

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