T Card

For whom can purchases be made?

Faculty, Staff, Students, and Guests

What can I purchase with this card?

THESE FOUR THINGS:                                                               

1. Airfare (through Anthony Travel/Concur booking tool only)

2. Car Rental (through either Enterprise, National, or Hertz only)

3. Conference Registrations (and memberships purchased in conjunction)

4. Room and Tax ONLY for hotels (no room service, parking, incidentals) without prior approval from the Travel Office.

How are these charges reconciled?

By assigning charges to the appropriate traveler and expense report AND submission of the Expense Report within the month the charges have occurred.  Exceptions to this process only on a case by case basis, working with the Travel Office.

 How often do I have to reconcile these charges?

Charges must be associated with a 'submitted' Expense Report, within the last day of the month of the current cycle period.  Please see  published dates: tcard.uark.edu

 What do I do with receipts for these charges?

 Those charges for which receipts are required, will be attached to the submitted Expense Report.

What happens if I don't reconcile these?

 There are varied consequences including card suspension, removal of capabilities to purchase one of the four allowable categories, card cancellation, invoicing, payroll deduction, and up to termination and/or prosecution.

What are your pro tips for handling these?

Look up your charges regularly.  Reassign the charges to the appropriate traveler ASAP in order to then process an Expense Report.

 Ask permission if you need to use this card for anything not on the allowable list above.

For whom can purchases be made?

The cardholder only 

*Unless traveling under a group Spend Authorizaton in their name.

What can I purchase with this card?

• Airfare (through Anthony Travel/Concur booking tool only)

• Car Rental (through either Enterprise, National, or Hertz only)

• Conference Registrations (and memberships purchased in conjunction)

• Lodging, meals, parking, taxis, baggage, metro or bus, and other valid travel-related expenses (supplies/internet related to travel, etc.)

How are these charges reconciled?

By submitting an expense report.  Charges must be associated with a 'submitted' Expense Report no later than the end of the cycle period month for which the charges were incurred.  Exceptions to this process will be on a case by case basis in consultation with the Travel Office.

 How often do I have to reconcile these charges?

These charges must be associated with a 'submitted' Expense Report within the end of the month of the cycle period the charge was incurred.   Exceptions to this process will be on a case by case basis in consultation with the Travel Office.

 What do I do with receipts for these charges?

For those charges where a receipt is required, the receipts will be attached to the submitted Expense Report.

What happens if I don't reconcile these?

 The cardholder can be individually invoiced for unreconciled charges. If they fail to pay back the invoice in a timely manner, the cardholder can be payroll deducted. There are also varied consequences from card suspension, removal of capabilities to purchase certain categories, card cancellation, invoicing, payroll deduction, and up to termination and/or prosecution.

What are your pro tips for handling these?

 If you are the cardholder, you have an option of loading the Expenses Worklet on your home page, which will provide you with a task called:  My Expense Transactions, which will list any credit card transactions available.  You can also type My Expense Transactions in the search bar.

If you are the Expense Data Entry Specialist processing Expense Reports for others, you can utilize the report:  RPT - Find Credit Card Transactions and search under your Dept, OR once the report information is displayed you can filter by your Cost Center Hierarchy.

Remember that receipts must come with the expense report. Ask permission to use this card for anything not on the allowable list above.