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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Keywords:Business Services Policy, Policy, Business Services, Travel, PCard   Doc ID:116775
Owner:Mark H.Group:UW-La Crosse
Created:2022-02-15 07:47 CSTUpdated:2022-02-15 21:54 CST
Sites:UW-La Crosse
Feedback:  0   0