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Acceptable Ways to Pay for Travel
Travel Card
- Cardholder is billed directly and is personally liable for expenses incurred.
- A Payment Voucher and the Travel Workbook must be processed to obtain reimbursement for allowable expenses charged.
- This is considered a personal credit card and is issued by Revenue and Collections.
- For Health System employees traveling on Health System funds, contact Medical Center Invoice Processing at 924-5495.
American Express Travelers Checks
- Available to employees who have the Travel Card described above.
- Charged directly to your Travel Card.
- Should be requested only when expenses that cannot be paid by the Travel Card are expected.
- Issued at no extra charge by Revenue and Collections.
- For Health System employees traveling on Health System funds, contact Medical Center Invoice Processing at 924-5495.
University Purchasing Card (Pcard)
- Allowed and recommended for the following travel purchases:
- Rental vehicles and fuel for these vehicles.
- Air, bus, and rail tickets.
- Taxi and shuttle vans
- Parking and tolls
- Conference registration, if not paid to a lodging provider.
- Prepayment of first night lodging when required.
- No personal liability incurred for allowable purchases.
- Payment will be made by the University and reimbursement will not be needed.
- Issued through the Pcard Program of Procurement & Supplier Diversity Services(PSDS)
- Requires all receipts be maintained with your monthly statements.
- If partial reimbursement is with the Travel Workbook, note what items are paid with the Pcard.
Special Cash Advances
- For travelers who expect to be away for an extended period of time.
- Must be repaid to the University Cashier in Financial Administration at Carruthers Hall within 30 days of return from trip.
- Should be requested only if there is no other way to obtain the necessary cash to travel.
- Issued by Accounting Services in Financial Administration.
Personal Credit Cards or Cash
- May be used for any allowable travel expense.
- A Payment Voucher and the Travel Workbook with signed approval of the traveler and employee's supervisor must be processed to obtain reimbursement for allowable expenses charged.
Pre-Payment for Travel Expenses
Generally, the University will neither pay for nor reimburse an individual for travel expenses incurred prior to the trip. However, when advance payment is required for air or rail tickets, conference registration, or for first night lodging, there are easy ways to have the University pay directly for these purchases and avoid the need for reimbursement:
- To purchase air, rail and bus tickets in advance, use the Purchasing Card.
In addition to other prior approvals which may be required, if the ticket price exceeds the individual's established spending limit, the cardholder must follow a special procedure to obtain an additional prior approval to use the Pcard. - To pre-pay for first night lodging, use the University Purchasing Card. All other nights should be paid by the traveler and reimbursed. To pre-pay for first night lodging, the lodging restriction must be lifted on the purchasing card by completing a Purchasing Card Change Request. If pre-payment is required for more than the first night, please contact the University’s Purchasing Card Program Administrator for approval.
- To pre-pay for conference registration, as long as the payment is not to a lodging provider, you may use the Pcard or submit a Payment Voucher to have the registration fee paid direct.
