Travel Pcard Instructions
Travel Pcard Instructions
The University has opened up the option for
departments/colleges/units to request Purchasing Cards for employees in
their area who travel. Currently the request must be signed by Jan Hawk
on behalf of Dr. Henney.
If the employee already has a personal Purchasing Card, please
fill out the Exhibit C
requesting travel privileges and then send to Jan Hawk.
Upon approval it will be forwarded by AHCFA to Chad Anton.
If you currently do not have a purchasing card, Exhibits A & B must be
completed which are available through the
Purchasing
Department.
Purchasing now has on-line training available which is an added
convenience for your new cardholders.
If you and your Chair/Dean/Director decide to allow travel purchasing
cards you will be responsible for developing the guidelines for the use
of the cards in your individual area.
Below is information you need to know about Travel PCards:
(1) The expenses to be charged via PCard may NOT show up on a TA or
TE. The TA and TE are only for expenses that will not be on the card
with no exceptions. A TA should not be completed and sent in to Accounts
Payable if no expenses will be reimbursed to the traveler.
(2) Its still OK for a traveler to ask UC to pre-pay registration
and/or airline tickets. The PCard doesn't have to be used for
everything.
(3) Whoever reviews your area's TEs and PCard spending must pay extra
attention to both so that no one "double-dips" on their travel expenses.
The most common problem is that travelers request the per diem rate for
food plus turn in some charge receipts.
(4) The same rules apply even if a PCard is used - no alcohol, no
excessive meal costs, and all receipts must be turned in.
(5) The travelers must understand that they should be very careful
not to charge any personal expenses on the card including the costs of a
spouse. UC does not allow the PCard to be used for personal use, even if
the employee wants to reimburse the expense to the University (whether
for travel or any other purchase). A card should be revoked if the
card-holder will not follow University policy.
(6) If a travel pcard holder uses their card to pay for other
employees travel, such as, registration, hotel rooms, airline tickets,
etc. , then the pcard holder must sign the receipts showing that they
authorized these purchases.
Below are suggestions and decisions you will have to make as you
develop an individual policy for your area:
(1) You decide what the per-transaction limit is on the card.
It will probably have to be at least $1,000 or possibly $1,500 or $2,000
because hotels and some airline tickets are very expensive.
(2) You may only want to try it out on a few travelers first before
you open it up to every traveler in your area so you can work through
the issues and revise your process before too many people are traveling
this way.
(3) You may decide to give the person travel privileges but no other
purchasing privileges. YOU make up the rules. You'll probably want to
put them in writing. Maybe the rules instead are to use the card only
for plane tickets, registrations and hotel and not for anything else.
You decide this individually for your area.
(4) Since charges can be moved around between account lines via UCFlex,
you probably won't want to set up separate PCards for individuals for
every account line they will travel against.
|
