FAQs for Procurement and Travel cards

Travel Cards (T-Cards)

• What should I use a T-card for?
  Travel cards are used for all travel expenses, such as: 
  

  • Airline tickets 
  • Hotel accommodations 
  • Car rentals 
  • Fuel 
  • Registration fees for conferences and workshops 
  • Museum tickets 
  • Bus and taxi fares 
  • Travel expenses incurred on behalf of faculty/staff, candidates, and lecturers 
• Can the office manager use their T-Card to make travel arrangements for other employees?

  Yes. Office managers can use their T-Card to help book travel and registration for current employees, potential candidates and guest lectures.

• Can my department own a single travel card that we all share?

  No, each person should own their individual card.

• I do not book my own travel. How does this change impact me?
  While you may not book your own travel, a need for a travel-related purchase is likely to arise on a work-related trip (Ex. fuel, ride shares, parking).
• What card should I use for food an meal on a work-related trip?
  It is recommended that employees use their per diem allowances for food and meals on work-related trips. If the situation arises that you are purchasing a meal for a University guest, then the T-card should be used.

Procurement Cards (P-Cards)

• What should I use a P-card for?
  Procurement cards are used for all non-travel purchases and expenses, including office supplies, equipment, catering, subscriptions and similar non-travel-related items.
• I am responsible for purchasing office supplies in my unit.  Do I need a P-card?

  Yes. For these types of supply purchases, you will use your individual P-card.

• If I make small, infrequent purchases do I need a P-card?
  For small, infrequent purchases (less than once per month), employees can use a personal card to process a direct pay (now known as a non-travel expense report in Workday) for employee reimbursements. Purchases such as these should also be discussed internally to determine if they can be centrally managed within the department.
• I buy donuts for my staff on occasion. Do I need a P-card?

  If it is less than once per month, this would fall under the small, infrequent purchases category. 

  Employees can use a personal card to process a direct pay (now known as a non-travel expense report in Workday) for employee reimbursements.

• I don't have a P-card, am I required to wait for reimbursement? 

  You have a couple of options:

  • You can wait for a reimbursement. The turnaround time often depends on a timely submittal. The University processes reimbursements on Wednesdays.
  • Discuss the purchase internally to determine if it can be centrally managed within the department.