Diners Club Travel Cards
Frostburg State University offers the Diners Club card program to employees who travel frequently on behalf of the University. The card is a Mastercard issued by Diners Club/BMO. The intended use of the card is to pay for legitimate and appropriate expenses related to business travel and hosting. These cards take the place of travel advances and allow almost all travel expenses to be charged to the card, including airfare and meals. Travel using these cards is still subject to all travel policies and procedures. A spend authorization and expense report are required for each trip and transactions are automatically loaded into Workday.
For lost or stolen cards or to report fraudulent charges, the cardholder is to immediately contact Diners Club/BMO Customer Service directly at 800-234-6377. The bank will cancel the current card and issue a replacement.
Cardholder and Approver Responsibilities
Cardholder and Approver Responsibilities (PDF)
Application Forms
Both of the following forms must be completed in order to apply for a Diners Club card. Once completed all forms should be sent to General Accounting, Hitchins 105.
Travel Card Internal Application (PDF)
Travel Card Bank Application (PDF)
Travel Insurance
Whenever possible all common carrier tickets should be purchased using either your Diners Club card or through Globetrotter Travel. These methods of purchase provide Travel Insurance from Diners Club at no additional charge.
Diners Club Travel Card Insurance - When using your Diners Club card to purchase common carrier tickets this insurance is automatically provided at no additional charge.
Travel Account (Globetrotter Purchases) Terms and Conditions (PDF)
Beneficiary Form (PDF)
Online Account Access
Cardholders are encouraged to create a profile in Spend Dynamics, the BMO card management system, to access charge and statement information electronically.
Missing Receipt Affidavit
Frostburg State University requires itemized receipts for all purchases made using a Diners Club card. In the event that a cardholder loses or fails to obtain a receipt, they should contact the vendor to request one. If the vendor is unable to provide a receipt, they should complete the Missing Receipt Affidavit below which should then be attached to the expense report in lieu of the itemized receipt.
Travel Card Missing Receipt Affidavit (PDF)
Guidance and Best Practices
Diners Club cards are to be used for travel and hosting expenses only (i.e. registration, hotel, airfare, taxi, shuttle, meals, tolls, parking, etc.). Non travel expenses such as supplies, equipment, etc. must still be charged to your State of Maryland Procurement card.
The individual transaction limit cannot exceed $4,999.00. Anything $5,000 or greater must go through the competitive bid process and be put on purchase order.
The total credit limit for each card varies and can be adjusted, with approval, on a card by card basis, depending on actual usage and need.
Our Maryland Sales Tax Exemption must be used for all purchases made within the State of Maryland.
Always obtain an itemized receipt that shows the detailed breakdown of all products or services in a transaction and includes the merchant's information, transaction date, payment method and amount (including any taxes, fees and tips). If provided a separate credit card slip, it should be attached along with the itemized receipt.
No alcohol or personal charges should be made using the cards under any circumstances.
The only fuel purchases normally allowed are for rental cars. The cards may be used on State vehicles only if the University's Fleet Cards are not working. Fuel may not be purchased for personal vehicles under any circumstances. Fuel for personal vehicles is covered under the mileage reimbursement policies for the use of a personal vehicle for University business.
Meals may not exceed the reimbursable rates set by the Board of Regents.
An expense report must submitted at the time the card is charged for any travel expenses requiring payment in advance (airfare, registration) and a final expense report submitted post-trip.
Any unallowable charges must be recorded as a personal expense on the expense report and paid back to University & Student Billing.
The statement period closes on the 8th of each month. When you receive your statement in the mail, or print it from your online account, please verify that all transactions are valid and have been submitted on an expense report in Workday. The statement should be signed by the cardholder and their supervisor and sent to Accounts Payable. No separate log needs to be completed.