ProTrav
Procurement Card & Travel Expense Voucher
Did You Know?
November 2008

The Secondary Authorization Form is no longer available online.

As a best practice, the Accounts Payable, Travel and Purchasing Department strongly discourages sharing your procurement card or card number with other individuals.  Cardholders are responsible for all charges processed on their procurement card.  Sharing your account number or allowing others to use your card increases the risk of unauthorized use and the potential for fraud. Unauthorized use can lead to card revocation and/or disciplinary action.  Individuals who make frequent purchases should consider applying for their own procurement card. Please click here for instructions. 

It is acceptable for a cardholder to make some University business related purchases on behalf of individuals who do not have a procurement card.  The types of purchases that are acceptable to make for others include, but are not limited to, office supplies, conference registrations, airline tickets, hotel deposits, etc.  The procurement card should not be used to pre pay the entire hotel stay for a traveler who is not the cardholder. (An exception to this rule is paying hotel charges for a university guest at a local hotel.  Credit arrangements can be made and use of the procurement card is acceptable for these instances.)  Otherwise, the traveler is expected to have the credit card with them at the time of check in and the procurement card should never be sent with another individual who is traveling. 

If the cardholder cannot personally make or pick up a purchase, instead of sending the card with another individual, the cardholder should contact the vendor to make the purchase and make arrangements for someone else to pick it up. Cardholders should never send a copy of your card to any vendor to “authorize” use of the card.  If a vendor requires a copy to process your transaction, choose another vendor or payment method.  

New Airline Baggage Fees