Card Types
Overview
There are two types of travel cards: administrative and traveler. Administrative travel cards are held by someone in the department who makes travel arrangements on behalf of the department. Traveler cards are held by individuals who regularly travel on university business and/or who incur more than $2000 in travel expenses per year. The tables below outline the two types of travel cards and how they work.
Administrative T-Card
| For whom can purchases be made? | Faculty, staff, students, and guests of the university. |
| What can I purchase with this card? | These four items, without prior approval. Other purchase types must be approved by
the Travel Office prior to making the purchase.
|
| How are these transactions reconciled? | Transactions are reconciled through submission of an Expense Report by the end of the month in which the credit card billing cycle ends. Transactions must be reassigned to the traveler before the Expense Report can be filed. Exceptions to this process will be on a case-by-case basis and determined by the Travel Office. |
| How often do I have to reconcile these transactions? | It is a best practice to reconcile your transactions as they load in Workday; however, the deadline for having all transactions submitted via Expense Report is the last business day of the month in which the billing cycle ends. Published dates are available here. |
| What do I do with my receipts? | You will upload all receipts with their corresponding transactions on the Expense Report. |
| What happens if I don't reconcile my transactions? | There are varied consequences for not reconciling card transactions including card suspension, removal of capability to purchase one of the allowable categories, card cancellation, invoicing, payroll deduction, and up to termination and/or prosecution. |
| What are your tips for using the Administrative T-Card? | Look up your transactions on a regular basis in Workday and reassign transactions as soon as transactions load. Transactions can be found by searching My Expense Transactions or RPT - Find Credit Card Transactions in Workday. Create and submit Expense Reports regularly.Ask permission if you need to make a purchase for items outside what is normally allowed and listed above. Ask BEFORE you make the purchase. |
Traveler T-Card
| For whom can purchases be made? | The person whose name is on the card, unless traveling under a group Spend Authorization in their name. |
| What can I purchase with this card? |
|
| How are these transactions reconciled? | Transactions are reconciled through submission of an Expense Report by the end of the month in which the credit card billing cycle ends. Exceptions to this process will be on a case-by-case basis and determined by the Travel Office. |
| How often do I have to reconcile these transactions? | It is a best practice to reconcile your transactions as they load in Workday; however, the deadline for having all transactions submitted via Expense Report is the last business day of the month in which the billing cycle ends. Published dates are available here. |
| What do I do with my receipts? | You will upload all receipts with their corresponding transactions on the Expense Report. |
| What happens if I don't reconcile my transactions? | There are varied consequences for not reconciling card transactions including card suspension, removal of capability to purchase one of the allowable categories, card cancellation, invoicing, payroll deduction, and up to termination and/or prosecution. |
| What are your tips for using the Traveler T-Card? | Look up your transactions on a regular basis in Workday and submit Expense Reports as soon as possible upon the conclusion of your trip. Transactions can be found by searching My Expense Transactions or RPT - Find Credit Card Transactions in Workday.Ask permission if you need to make a purchase for items outside what is normally allowed and listed above. Ask BEFORE you make the purchase. |