Business Services Policy - Travel Related Procurement Card Payments
The purpose of the University Purchasing Card (PCard) – Travel Related Purchase Procedures is to provide guidance to the University of Wisconsin-La Crosse (University) regarding the payment of travel-related expenses via the University Purchasing Card (PCard).
| Functional Owner | Purchasing Director |
| Executive Sponsors | Vice Chancellor for Administration & Finance |
| Policy Contact | Assistant Controller |
Who this policy applies to:
All employees.
Rationale:
The purpose of the University Purchasing Card (PCard) – Travel Related Purchase Procedures is to provide guidance to the University of Wisconsin-La Crosse (University) regarding the payment of travel-related expenses via the University Purchasing Card (PCard).
Policy Detail:
- The University PCard can be utilized the following travel related payments. Travelers are advised to retain copies of all business travel receipts for personal tax filing and reimbursement processing purposes.
- Airline Tickets
- Airline Penalty Fees (Change/Cancel)
- Airline Baggage Fee
- Lodging
- Vehicle Rentals
- Vehicle Rental Gas
- Hospitality/Hosted meals
- Requires Pre-Approval via UWL Food Expense Approval Form
- Parking - Only at the following locations:
- Lodging site
- Transportation location (i.e. airport, train station)
- Registration Fees see UWL Registration Fee Payment Procedures
- Tolls
- Rail Tickets/Passes
- Bus Tickets/Passes (each way)
- Taxis/Shuttles/Car Services (each way)
- Subway Passes (each way)
- Business Use of Internet Access
- Visas for International Travel only
- Vaccines/Inoculations for International Travel only
- Travel or Tour Company Service Fees
- The University PCard is not authorized for the following travel related payments:
- Individual meals
- Other travel incidentals not listed above
Revision history:
Effective: August 25, 2021
Next Review Date: September 1, 2023
Supporting tools:
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Responsibilities:
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Links to related information:
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