Travel Expenses on your Procurement Card
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 |
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. |
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Airfare (including exchange fees and travel agency
service fees.) |
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 |
Housing form, email or other documentation from the hotel
or housing bureau that verifies the amount of deposit
required and charged. |
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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. |
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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