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| Travel Expenses
on your Procurement Card |
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Travelers who have recently
obtained or upgraded their Procurement Card for travel expenses
may now charge most of their travel expenses directly to their departmental
procurement card rather than using a personal charge card and submitting
expenses for reimbursement. Departmental expeditors may now pay
travel expenses directly for UI visitors (faculty recruits, guest
speakers, etc) rather than submitting a Voucher and Invoice for
payment or reimbursing the traveler after the trip. Please remember
that your card should NEVER be given to another individual to take
on a trip and charge his/her travel expenses.
This tool is provided to you
for convenience, but also comes with a high level of personal responsibility.
Although your department will be now paying these expenses directly
for you, it does not diminish the need for you to keep good records
and to retain the required receipts in order to reconcile your expenses.
Please review the information provided below regarding appropriate
use of your new procurement card for travel expenses and reconciliation
of those charges.
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Allowable Expense
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Receipt/Documentation Required |
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Conference/Workshop Registrations social events (golf outings,
tours, etc) held in conjunction with conferences and/or spousal/guest
registrations should be paid for personally and should NOT be charged
to the Procurement card. |
Registration form or other conference materials that verify the amount
charged to the procurement card and specify what is included in the
registration/workshop fee. |
| Airfare
(including exchange fees and travel agency service fees.)
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Itinerary provided by the travel agency at the time of booking that
shows routing, dates, and class of service. |
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Hotel Deposits
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Housing form, email or other documentation from the hotel or housing
bureau that verifies the amount of deposit required and charged. |
| Lodging,
including room charges, taxes (out of state only), business phone/faxes,
local or phone access charges. Please note that personal expenses
such as movie, personal phone calls, bar or spa charges should be
paid for personally upon check out and should NOT be charged to the
procurement card. |
Final Check out folio, showing an itemization of all nightly room
charges, taxes and other business related expenses. Please check our
web page for maximum hotel allowances. If your hotel is over the allowable
limit, but is the conference hotel, please attach housing form or
other verification. |
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Rental Cars and gas for rental
car
Please note that additional/optional
insurance coverage (CDW, LDW, SLI, PAI, etc) are NOT allowable charges.
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Final itemized receipt given upon return of car, showing an itemization
of all charges, including daily/weekly rate, refueling charges, taxes,
etc. The rental agreement given at the time of rental is not sufficient.
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| Other
Ground Transportation rail, shuttle service, etc.
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Rail itinerary or receipt given by travel agency at time of booking.
Shuttle service receipt given at time service is provided (unless
charge is posted in advance of service). |
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For more detail on travel regulations,
preferred agencies, airline discounts, maximum hotel allowances,
etc, please refer to our web page U of I
Travel.
Billing cycles still end on
the 27th of each month. Charges must be reconciled by
the 18th of following month. This means that charges
such as airfare and hotel deposits will be reconciled sometimes
months before a trip takes place. Reconciliation is done by submitting
a Procurement Card Voucher (available on our web page: https://pcard.bo.uiowa.edu/)
with all required receipts. The cardholder must sign the PCV and
it must also have a departmental signature of approval.
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