The University Travel Card, affectionately known as the T-Card is a valuable tool designed for eligible employees to manage certain business travel expenses. This credit card streamlines the reimbursement process, ensuring that employees can focus on their travels rather than paperwork. However, it comes with specific responsibilities and guidelines that every cardholder must understand to avoid misuse and potential penalties.
Whether you’re a seasoned traveler or new to business trips, the T-Card offers a convenient way to handle expenses. From air travel to lodging the card covers a wide range of allowable expenses. But what exactly can you charge, and how do you ensure you’re using the card correctly? This guide will walk you through the essentials of the T-Card, including how to request one, understand its limits, and navigate the approval process.
Understanding T-Card Limits and Responsibilities
The T-Card comes with predefined limits to ensure responsible spending. For standard transactions, the limit is set at $3,000 per transaction and $4,000 per day. However, these limits can be increased temporarily or permanently with the written approval of a Dean, Director, Department Head, or Chair (DDDHC). This flexibility ensures that employees can handle larger expenses when necessary, provided they have the proper authorization.
One of the most critical responsibilities of a T-Card holder is maintaining legible receipts for all charges, regardless of the amount. This documentation is essential for reimbursement and auditing purposes. Additionally, when making purchases that are exempt from Florida sales tax, cardholders must provide a copy of the university’s Sales Tax Exemption Certificate. Misuse of the T-Card can lead to severe consequences, including card suspension, cancellation, or even employee termination, depending on the severity of the violation.
To avoid any inconveniences, it’s advisable to carry an alternative means of payment when using the T-Card. This precaution ensures that you have a backup option in case the card declines due to limits or merchant issues. In the event of a lost or stolen card, immediate action is crucial. Contact JP Morgan using the number on the back of the card and notify Travel Card Services at [email protected] to report the incident.
Allowable Business Expenses
The T-Card covers a variety of business-related expenses, making it a versatile tool for travelers. Allowable expenses include abstract feesair travelcar rental and checked/excess baggage fees. For those attending conferences, the card can be used for registration fees whether the event is in-person or virtual. Additionally, expenses like gasoline for rental or university vehicles, GPS rental and internet service are also covered, subject to department discretion.
Accommodation and transportation costs are also eligible for T-Card usage. This includes lodgingparking and taxi services with tips up to 20%. For those who need to stay connected, telephone calls and training/continuing education fees, whether in-person or virtual, are also allowable. Membership fees can be charged to the card, provided they are accompanied by a Membership Justification form and a Certification of Payment with Public Funds form.
Other eligible expenses include travel agency fees and PlatePass Service provided by vehicle rental companies for toll charges, subject to department discretion. Understanding these allowable expenses ensures that you can maximize the benefits of the T-Card while staying compliant with university guidelines.
How to Request a Travel Card
To request a T-Card, applicants must follow a structured process to ensure timely processing. The first step is to review the T-Card Manual which provides detailed information on policies, allowable expenses, and responsibilities. Familiarizing yourself with this manual is crucial for understanding the program’s requirements and ensuring proper usage.
Next, complete the required online training, Travel Card Training (BTTE04). This training ensures that you are well-versed in the card’s policies and procedures. To request training enrollment, navigate to HR Self Service then to Learning & Development and finally to Request Training Enrollment. Enter the course name Travel Card Training to get started. After completing the training, pass the quiz with a score of at least 80% to demonstrate your understanding of the T-Card policies and procedures.
Once you have met the training and quiz requirements, submit the Travel Card Application. Ensure that your application is approved by the appropriate Dean, Director, Department Head, or Chair (DDDHC). Notify your DDDHC that they will receive an email from JP Morgan requesting their electronic approval. Once all requirements are met, the application will be processed, and the card will be ordered and mailed to the address provided by the applicant.
Applications will not be processed until all required steps are completed. Therefore, it’s essential to follow the order of operations meticulously to avoid delays. By adhering to these guidelines, you can ensure a smooth and efficient process for obtaining your T-Card.
