An individual (cardholder) traveler uses a travel card to cover the following official university business travel expenses.
- Lodging deposits and stays
- Car rental and car rental gas
- Other ground transportation needs, while in travel status (taxis, Uber, Lyft, and shuttles)
- Parking
- Business-related official function meals while in travel status
Additionally, the travelcard can be used to:
- Pay for non-employee travel expenses (such as local hotel stays and shuttle services for business guests).
- The travel card cannot be used if non-employee travel is related to a Scope of Work (SOW) agreement with an independent contractor. In those cases, the independent contractor is responsible for covering any travel expenses, and the SOW amount should be calculated accordingly.
- Pay for group meals in travel status.
- Group meals must not exceed the per diem rate per person for that meal. (Contact the procurement team for the amount, it varies by location traveling to.)
- Pay for group ground transportation.
- Reserve hotel room blocks for groups.
Restrictions on use of the Travel Card
You cannot use the travel card to:
- Obtain a cash advance.
- Purchase airline tickets.
- Pay for another employee’s travel expenses.
- Pay for personal expenses.
- Buy alcohol
Note: The university will cover eligible meal costs up to the allowable per diem amount for the destination. Therefore, if you use the travel card to pay for meals (room service, etc.) in excess of the allowable per diem amount, you may be required to reimburse the university for the overage.
Consequences of Misuse
The travel card holder is responsible for understanding which purchases are allowable on your travel card.
- If you inadvertently use the travel card for personal charges, you must reimburse the university when reconciling your trip upon your return and within 30 days of the travel ending.
- Improper or unauthorized travel card charges may result in the suspension or cancellation of your card and the possibility of employment suspension or termination.
- Any suspected fiscal misconduct must be reported immediately to both the Procurement Service Center (PSC) and the internal Audit department in the Controller’s Office.
How to Obtain a Travel Card
The Department of Psychiatry has set limits on the number of travel cards issued. If you believe it is essential for you to obtain a travel card, please email Stephanie Livingston. She will assist you in presenting your request to leadership for their consideration. Note that new travel cards are granted only in infrequent circumstances.
Concur Profile
The Concur Travel & Expense System is an online system for booking travel (airline tickets) and reconciling travel and other expenses. Concur is also used to reconcile travel card and airfare charges and request reimbursement for university travel and non-travel-related expenses by employees and most non-employees.
Your Concur profile contains travel information, such as airline preferences, Passport information, preferred seating, and frequent traveler numbers. Ensure the information in your Concur profile is accurate before booking an airline ticket, as this information is used for booking.
Action Item: The Department of Psychiatry requires all Travel Card Holders to take the Travel and Travel Card training annually. The required course is below.
CU: Travel and Travel Card Training – u00078
If you have taken the required course within 12 months, you do not need to retake it, but please provide the certificates of completion to Stephanie Livingston. If it’s been longer than 12 months, you must retake it and email Stephanie Livingston the certificate of completion. It must be retaken by October 1, 2025.
