Central Travel Account (CTA)

Purpose

  • The CTA allows departments to charge airline, rail/bus tickets and specified lodging as outlined below to a centrally card account.
  • This is NOT an individual liability card requiring reimbursement- funds are charged directly.
  • Use of a department's CTA account is preferred when booking airfare and lodging. See specifics below in Rules and Responsibilities.

Central Travel Account Rules and Responsibilities

For detailed information regarding travel guidelines, policies and procedures, visit the Travel Services website. Note: Upgrades to airfare and hotels are not allowed. 

Topics

Workday Expense Report Management

Utilize job aid How to Create an Expense Report for CTA Reconciliation to verify charges. 

Workday Expense Report will be used to verify CTA charges:

  • Choose Company based on funding source
  • Select "CTA Verification" from the Business Purpose field
  • Scroll down to find the charges under Credit Card Transactions" to create Expense Report for the appropriate charges
    • Add Expense Line, funding Worktags, attach receipts, etc.
Account Security

The CTA should be treated with the same security as a ProCard. The department issued CTA should be used only by the person to whom the card account is issued (the account holder) and should not be shared or lent to other staff.

Only use reputable vendors.

Beware of requests for card number information. These are email scams that can be very convincing as they attempt to extract account information from the recipient. Never reply to these email "phishing" scams.

Please contact the ProCard office at procard@uw.edu if you have any questions or concerns regarding a suspicious email or phone call.

Lodging

General Guidelines for CTA  

  • Current UW faculty, UW staff, and UW students are subject to per diem.
  • Approved travelers (guest speakers, visitors etc.) visiting the University are not subject to per diem.
  • If 5 or more UW faculty/staff are lodging at the same hotel for the same time period, the CTA may be used with prior written approval from The ProCard Office (procard@uw.edu).
  • Lodging charged on a CTA of 4 or less UW Faculty/Staff is not allowed.
  • The hotel will require a credit card from the guest to pay for incidentals (ITC or personal).
  • Only room and tax should be charged on the CTA.
  • No personal charges or travel with personal time are allowed on CTA.
  • The department must obtain an itemized statement from the hotel for each room showing the breakdown of the total charges by room, by night and guest name. This detail should be audited for compliance against applicable regulations and filed with the CTA documentation. 

Authorization Form

The hotel may require you to complete a credit/charge card authorization form. The cardholder must complete the form. If unsure of any information, please contact procard@uw.edu. The authorizing signature is the cardholder. 

Account Cancellation/Changes

Request cancellation or changes to your CTA by emailing procard@uw.edu with the account name and the last 4 digits of the card.

Lost/Stolen/Compromised Cards

Cardholders are required to carefully review transactions on their statement regularly to avoid any fraudulent transactions.

When receiving a phone call from a JPMC Representative, JPMC will not ever ask for a complete social security number. They will require two access codes which were emailed to the account holder by ProCard. 

Lost or stolen cards must be reported immediately to JPMC. Email the ProCard office at procard@uw.edu validating the lost or stolen account has been reported to JPMC. 

If you discover your card has been lost/stolen/fraud, follow the steps below:

  • Immediately contact JPMC
  • Email ProCard validating the lost/stolen/fraud has been reported
  • For fraud, complete affidavit form when received from JPMC within 7 business days

Phone numbers:

  • Customer Service:
  • 1-800-270-7760 (inside the US)
  • 1-847-488-3748 (outside the US)
Suspension and Closure of Card Accounts

Please read the Suspension and Closure Policy that will be used by Card Services team starting November of 2024.

Disputes

Dispute transactions are typically from suppliers you recognize. However, you do not permit the charge as it stands AND you first work with the supplier to rectify the situation. Disputed charges must be reported to JP Morgan Chase after attempting to work directly with the supplier. 

Some examples of disputed transactions that could post to your account:

  • Supplier did not charge the correct price
  • Supplier did not ship the correct product
  • Supplier mischarged your account

The ProCard office can be reached at procard@uw.edu for guidance.

JPMC Contacts:

  • Inside the U.S.: 1-800-270-7760
  • International/Canada: 1-847-488-4441