Policy Steward:  Office of the Corporate Controller

Table of Contents:

  • Purchasing Card Activated for Travel
  • Personal Funds
  • Travel Advances
  • Further Information

  • Purchasing Card Activated for Travel

    The Purchasing Card may be used for travel expenses including transportation, meals, and lodging if the cardholder has signed the Purchasing Card agreement for travel. Charges to the Purchasing Card are billed directly to the University. The Purchasing Card agreement for travel is necessary in the event some of a traveler's expenses may not be eligible for reimbursement. The travel agreement authorizes the University to recoup any unallowable expenses charged to the Purchasing Card via payroll deduction. Use of the Purchasing Card also provides the traveler with $200,000 of travel accident insurance.

    Unallowable expenses charged to the Purchasing Card will be netted against reimbursement due to the traveler. In the event that the unallowable expenses exceed the reimbursement due, the difference will be charged to the employee as a reduction of the next payroll amount. Employee authorization is given for these steps when the employee accepts the terms of using the Purchasing Card for travel.

    The employee is not required to sign the travel agreement as a condition to travel; however, the agreement is necessary for the Purchasing Card to be activated for travel expenses. If the traveler does not wish to use the Purchasing Card for travel, then the travel options will not be activated on that card, and the traveler will seek reimbursement for travel expenses at the completion of the trip.

    Personal Funds

    The employee may choose to incur all or part of his or her travel expenses on a personal credit card and then request reimbursement for the allowable expenses upon completion of the trip.

    Travel Advances

    Special circumstances may warrant issuance of a travel advance. Travelers facing hardship or those with unusual circumstances should review their situations with the Financial Officer to find a solution for their travel needs. If a traveler is authorized to use a Purchasing Card for travel expenses, then he or she will not be eligible to receive a short-term travel advance, unless there are extenuating circumstances that require cash. Travel advances are generally discouraged, and must be regarded as a last resort for handling travel expenses. Please reference the Request for Travel Advance form for more information regarding the request and settlement of travel advances.

    Further Information:

    For questions, additional detail, or to request changes to this policy, please contact the Office of the Corporate Controller.

    Effective Date: July 30, 2012
    Date Approved: July 30, 2012
    Date Published: July 30, 2012 (Editorial changes - April 10, 2015)

    Most Recent Changes:

    Revision History (and effective dates):

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