Allowable Purchases

Overview

The employee whose name appears on the travel card is authorized and personally responsible for all charges on the card. It is the responsibility of every cardholder to safeguard their card and card number against use by unauthorized individuals within or outside of the university.

Under no circumstances may the travel card be used for personal expense items or when no travel occurs unless an exception has been provided by the Travel Office.

Allowable Purchases on the Administrative Travel Card

  • Airfare
  • Registration (NOTE: Membership fee may be paid in conjunction with registration fee ONLY if it is a requirement to purchase the registration and cannot be made as a separate transaction. Membership fee should be paid using a Procurement Card. Membership justification form must be included with the receipt regardless of payment method.)
  • Car rentals (for individuals traveling on behalf of the university)
  • Lodging (room and tax only, and only if the hotel allows for prepayment of lodging WITHOUT the actual credit card.)
  • The administrative t-card may also be used to make other purchases, with approval by the Travel Office. These purchases can include, but are not limited to, catering events while on travel status, bus rental, and guest meals when the university is bringing in a guest on official business.

Allowable Purchases on the Traveler Travel Card

  • Airfare
  • Registration (NOTE: Membership fee made be paid in conjunction with registration fee ONLY if it cannot be paid as a separate transaction and is a requirement to purchase the registration. If it can be a separate transaction, Membership should be paid with a Procurement Card.  Membership justification form must be included with the receipt regardless of payment method.)
  • Hotel
  • Meals (traveler only except in the event of an official business function)
  • Car Rental
  • Gas
  • Taxi
  • Parking
  • Other valid travel-related expenses (supplies/internet related to travel, etc.)

Never charge another employee’s expenses on the traveler t-card UNLESS you are traveling with a group and you are the responsible party for the group.

Detailed receipts, when required, must be attached to the Expense Report and submitted for approval.

NOTE: Local official functions (meals) may NOT be charged to the t-card. Travelers MUST be in travel status (outside of Benton, Washington, and Madison counties/away from Official Station) to use the card unless an exemption has been granted in writing by the Travel Office.