The University Travel and Expense (T&E) Card offers a convenient payment method for full-time permanent university employees when traveling on official University business or for allowable business entertainment expenses. This Visa card is widely accepted, raising the question: can I use my travel card for online purchases? Let’s explore the details of the T&E Card and its appropriate use.
The T&E Card functions like a standard Visa card, accepted anywhere Visa is honored for authorized expenses. However, it is crucial to understand its unique characteristics. Unlike previous travel cards, the T&E Card is corporate-paid and corporate-liable, meaning that personal purchases are strictly prohibited. Its primary purpose is to facilitate official university-related transactions.
Before receiving a T&E Card, approved employees must complete mandatory online training and a quiz. After completing the training, the employee fills out the application for the card and submits the application, accountholder agreement form, and access request form to their Access Request Coordinator (ARC). The ARC then submits the application to the Travel Card Office via Infoporte for processing. Once the T&E Card is ready, the Travel Card department will notify the employee.
Once the T&E card is in use, it’s essential to be diligent with documentation. The Accountholder is responsible for submitting all receipts for T&E Card purchases in Concur Expense. This includes purchases made online.
Receipts should be submitted promptly, ideally as soon as possible, but no later than 30 days from the date of purchase or from the last day of travel. Detailed instructions on preparing receipts for submission can be found on the Expense Reimbursements page. This ensures compliance and facilitates accurate expense tracking.
Using the T&E Card for Online Transactions:
However, exercise caution and always ensure the purchase is directly related to your university duties. Keep meticulous records of all transactions, and be prepared to justify each purchase during expense reporting. If you’re unsure whether a particular online transaction is appropriate, seek clarification from your department head or business manager before proceeding. This proactive approach will help you stay compliant and avoid potential issues.
T&E Card Abuse:
It is crucial to use the T&E Card responsibly and ethically. If you suspect any misuse or abuse of the card, report it immediately through the online form: Anonymous Report of UNC-Chapel Hill Card Abuse.
Understanding the appropriate use of the University Travel and Expense Card, especially for online transactions, is essential for all cardholders. Adhering to university policies and maintaining thorough documentation ensures compliance and promotes responsible financial practices. When in doubt, always seek clarification to avoid potential misuse.
