Central Travel Account (CTA) Cards

WHAT ARE THE BENEFITS OF USING A CTA?

Departmental Benefits:

• Allows departments to purchase air, rail, and bus fares without having to seek reimbursement for individuals.
• Centralizes the booking process within a department, which leads to more efficient transportation purchasing and easier expense assignment and transaction verification.
• Program/Project/Gift/Grant accounts are charged directly during the expensing process.
• WSU is in control of the ticket prior to the trip, which provides easier management of changes to itinerary.
• Departments/Programs are eligible to accrue reward miles for future travel.

Travelers Benefits:

• Personal resources do not have to be used for purchases.
• Advances for airfare are prohibited per WA State.

TO GET A CTA ACCOUNT:

Departments must apply for a CTA using a memo to Card Programs containing the following information:

• Department Name
• Department Cost Center
• Department Phone Number
• Department Address
• Contact Person
• Contact Person’s Phone Number
•  Card Custodian
• Card Custodian email

For a sample memo click here.

GUIDELINES FOR USING CTA ACCOUNTS:

Who is authorized to use a CTA account?

• Department personnel authorized by their college/department are allowed to use the CTA.

Prohibited Transactions:

• Any transaction other than air, rail, or bus fare.

Assignment, Verification, and Log-Sheets

• Departments are required to assign and expense all CTA transactions in Workday.
• Maintaining a log of all transactions made using a CTA is suggested.
  • For more information see: Reconciling CTA Procedure.
  • Steps to Assign a Central Travel Card Transaction

Department Responsibilities:

• Ensure purchases are compliant with WSU Business Policies and Procedures.
• Notify Card Programs if there is a change in the card custodian or primary contact.
• Maintain supporting documents and optional log sheet for all transactions associated with purchases made on the CTA.

Timely assign and expense transactions in Workday.