Travel and the PCard
The purchasing card can be used for all travel expenses except
meals and the purchase of fuel for a personal vehicle/aircraft. These
expenses can only be reimbursed to the traveler through submission of a
Travel Expense Report upon conclusion of the trip.
Prior to overnight travel, cardholders should complete an Official
Authorization for Overnight Travel form and obtain the appropriate
signatures. At the conclusion of the trip, a copy of the form should be
attached to the PCard receipts and made part of the PCard documentation.
After the trip, a Travel Expense Report should be completed only
if reimbursement is necessary (i.e., for the reimbursement of meals or
mileage on a personal car). If the PCard is used for all expenses (i.e.,
the trip did not involve meals or personal mileage), reimbursement is
not necessary and a Travel Expense Report is not required.
expenses should not be included on the Travel Expense Report.
Cards are not transferable and may not
be shared. The traveler must use his or her own PCard when
incurring travel expenses. If someone else makes some of the travel
arrangements, like obtaining the airline tickets, the card number
of the traveler must be given.
EXCEPTIONS: The department head or department secretary's
card may be charged for airline tickets and conference
registrations, and it may be used for making preliminary hotel
reservations. If required by hotel policy in order to hold the
reservation, the department head or department secretary's card may
be charged for the first night's stay. It may not be used to
hire a rental car for anyone other than the cardholder.
Airline tickets for university employees
may be purchased on a PCard. Only coach class tickets or their
equivalent may be purchased for domestic travel.
for traveling companions or spouses may not be placed on the
for business purposes are allowable using the PCard. Do not purchase
rental car company insurance for domestic travel. The rental car
agreement and receipt must be attached to the PCard statement (copy
of originals to be sent with Travel Expense Report, if necessary).
Gasoline may be purchased for use in rental cars.
requires that Department of Motor Vehicle certification be obtained
for the driver of all vehicles rented on behalf of the University or
personal vehicles when transporting students. This certification
must be obtained annually and prior to the trip. Contact Human
Resources for further details.
A cardholder is expected to pay the
single room rate unless rooming with another Shawnee State
University employee. If two Shawnee state employees room together in
the same hotel room, the senior person should place the charge on
their card. All things being equal, it does not matter which
cardholder places it on the card. If rooming together in one room
and one employee does not have a card, the other can still charge
the room. The charge can be split, later, in PaymentNet. A copy of
the hotel folio (itemized receipt) is required.
Registration Fees and Deposits
The PCard may be used for conference
registrations and to guarantee overnight accommodations by phone or
Business Travel for Non-employees
With prior approval, departments may use
the PCard to pay business travel expenses for non-employees (i.e.,
airfare and hotel for guest speakers or job candidates).
expenses for traveling companions or spouses may not be
placed on the PCard.
Personal Travel Charges
Personal travel charges should
never be placed on the PCard. The traveler, prior to
charging the PCard, should pay for all personal charges (i.e.,
charges for hotel movies, personal phone calls, meals, etc.). Should
any personal charges be unintentionally charged on the PCard, the
user should immediately prepare a personal check made payable to
"Shawnee State University" for the amount of the personal charges. A
Deposit Transmittal Form should be completed, using the same account
number that was used for the PCard transaction. The check and the
Deposit Transmittal Form should be hand-carried to the Bursar's
Office. The original receipt, issued by the Bursar's Office, and a
copy of the Deposit Transmittal Form should be attached to the
cardholder's monthly PCard statement.
Updating and Editing Travel
Transactions in PaymentNet
When updating travel
PaymentNet, the following is always required in the
Transaction Notes section:
updating rental cars in PaymentNet, the following is always
required in the Transaction Notes section:
Record Keeping and the Transaction
Itemized receipts are
required for all travel expenses charged to the PCard. All
receipts—and the Official Authorization for Overnight Travel, if
applicable—must be attached to the cardholder's monthly statement.
When the credit card
statement is received, the cardholder should verify that the
transactions are appropriate. Any discrepancies should be
investigated and acted on immediately.
IMPORTANT! All PCards used for travel purposes (i.e.,
airline tickets, rental cars, and hotels) are subject to an
automatic monthly audit.