University systems often utilize card programs to streamline purchasing and travel processes. Two common types of cards within these programs are Purchasing Cards (PCards) and Travel Cards (TCards). This article will clarify what these cards are, their purposes, and how they are used, focusing on the meaning of “T Card and P Card mean travel and purchase.”
What is a PCard?
A PCard, or Purchasing Card, is essentially a charge card issued to employees to simplify authorized small-dollar purchases of supplies and small equipment. Think of it as a company credit card designed for everyday business needs. It operates as a System-paid, System-liability MasterCard™, meaning the university is responsible for the charges incurred.
What is a TCard?
A TCard, or Travel Card, is a charge card authorized by a department head and issued to employees for qualified travel expenses, business meals, and refreshments for specific events. Similar to the PCard, it’s a System-paid, System-liability MasterCard®. The key benefit of a TCard is that it relieves employees from having to pay for these expenses out-of-pocket and then seek reimbursement.
PCard vs. TCard: Key Differences
The primary difference between a PCard and a TCard lies in their intended use. PCards are for general business purchases of goods and services, while TCards are specifically for travel-related expenses. It’s crucial to understand these differences to ensure appropriate card usage.
Billing Cycle
Both PCards and TCards typically share the same billing cycle. A common cycle is from the 25th of one month through the 24th of the following month. The card’s spending limit is reset at the beginning of each new billing cycle.
Requesting a Card
The process for requesting a PCard or TCard will vary depending on the specific university system. Generally, it involves completing an application and obtaining approval from a department head or designated card manager.
Card Roles and Responsibilities
Managing PCards and TCards effectively requires a clear understanding of the roles and responsibilities of all parties involved. This includes cardholders, department heads, card managers, and university payables departments. Each role has specific duties to ensure compliance and prevent misuse.
Cardholder Guidelines
To avoid issues, cardholders must adhere to specific guidelines regarding appropriate card usage. These guidelines typically outline what expenses are allowed and prohibited, as well as procedures for documentation and reconciliation. Using a PCard for personal expenses, for instance, is strictly prohibited.
Reporting a Lost or Stolen Card
Promptly reporting a lost or stolen PCard or TCard is crucial to prevent unauthorized charges. Universities typically have a specific process in place for reporting lost or stolen cards, which should be followed immediately.
University Payables Card Services
University Payables (UPAY) Card Services plays a vital role in overseeing and administering the university’s card programs. Their responsibilities include:
- Processing card applications
- Suspending and canceling cards
- Ensuring program compliance
- Verifying training completion
- Maintaining cardholder profiles
- Providing help desk support
- Developing and delivering training
- Conducting department visits
- Acting as a liaison with the bank and auditors
Conclusion
Understanding the difference between PCards and TCards is essential for employees in university systems. PCards facilitate the purchase of supplies and equipment, while TCards are designed for travel-related expenses. By adhering to cardholder guidelines and understanding the roles and responsibilities involved, universities can effectively manage these programs and ensure responsible spending. If you are unsure whether a purchase should be made on a Pcard or Tcard, always check with your department head or card manager.
