Policy

The Office of the University Bursar provides American Express Traveler's Checks to University employees traveling on official University business. The purpose of these checks is to provide the traveler with an immediate source of cash. It is understood that the GE MasterCard Corporate Travel card may not be accepted for certain types of expenditures related to travel, such as taxi fares, meals at certain restaurants, and other miscellaneous expenses. To avoid inconvenience, the University has established this program, whereby Travelers Checks are issued by the Office of the University Bursar and charged to the traveler's University Accounts Receivable account. There are no additional charges for obtaining Travelers Checks.

Affirmation of Official University Travel

To obtain Travelers Checks, the traveler must complete the "American Express Traveler's Check Request" form, available in each department office or from the Office of the University Bursar's website. This form must be signed by the traveler's department head as a confirmation the travel is University related. If you have any questions concerning this process, please contact the Cash Receipts and Disbursements area of the Office of the University Bursar at (540) 231-6277 or email at bursar@vt.edu.

Amounts Available

The amount of Traveler's Checks dispensed to an individual traveler will depend on estimated travel-related expenses that cannot be charged to the GE MasterCard Corporate Travel card. Under this program, the University is limited to dispensing Travelers Checks in multiples of $20 (smallest pack available $200.00), $50 (smallest pack available $150.00), $100, $500 and $1000 denominations.

Billing for Traveler's Checks

Traveler's Checks are issued and charged to the employees' University Accounts Receivable account. The charges for the checks will be shown on the individual's monthly Accounts Receivable electronic billing statement with a due date determined by the return date for each individual trip.

Procedures

To obtain Traveler's Checks, the traveler must complete the American Express Traveler's Check Request Form. The completed form, signed by the traveler's department head, must be presented in person by the traveler at the Office of the University Bursar.

1. The traveler must complete and sign the American Express Traveler's Check Purchase Record and present their Virginia Tech ID card to the Accounts Receivable clerk.
2. The traveler will sign each Traveler's Check in the presence of the Accounts Receivable clerk. All Traverler's Checks must be signed before leaving the Office of the University Bursar's Customer Service windows.

American Express will not replace any lost or stolen Traveler's Checks not signed by the individual.

Replacement of Lost or Stolen Checks

Upon purchasing Traveler's Checks the traveler will receive information and telephone numbers concerning the replacement of lost or stolen Traveler's Checks by American Express under normal guidelines, as explained in the information brochure.

Unused Traveler's Checks

Unused or uncashed Traveler's Checks are the sole responsibility of the traveler. Traveler's Checks cannot be returned to the Office of the University Bursar.