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PCard Travel Information - REVISED 04/07/2008

Existing PCard cardholders can now add travel to their PCard by following these steps:

• 1) Complete and return a signed PCard Request/Change form requesting that your card be changed to include travel

• 2) "Attend" training here (powerpoint with audio)

• 3) Then take the online travel test. After you take the test you will be emailed by the PCard office with additional information. A score of 90% of higher (9/10 questions) is required to pass.

You Spoke, We Listened!

We heard you say you liked the PCard for travel, but the travel module was cumbersome. Hence, effective March 1, 2008, we have decided to discontinue use of the Travel Module in PCWS and return to the TRV-1 Travel Authorization/Expense Report. You can find the TRV-1 form online at http://fsv.uncg.edu/accounting and click forms.

Any future trips already entered into the Travel Module will not go away and can either remain open until the trip has been completed or be closed prior to the completion of the trip by the cardholder or coordinator, at their discretion. Once there are no longer any trips in the module for the cardholder, the travel option will be turned off. PCards without open trips will have the travel option turned off immediately.

Procedures for travel effective 3/1/2008:

NEW TRIPS:

PCard expenses: Original receipt is given to the PCard Coordinator; Coordinator enters an order into the Order Log and notes the PC number on the receipt and reconciles with the other, non-travel purchases. A copy of the PCard receipt is attached to the TRV-1 form and the expense is referenced on the form in the proper section.

Other (non-PCard) expenses: Original receipt (when required) is attached to the TRV-1 form and the amounts referenced on the form in the proper section. When the trip has been completed, the TRV-1 form with attached receipts and signatures are sent to Accounts Payable's travel office.

For more information on travel policies, go to http://fsv.uncg.edu/ and click Policies and Procedures, then Travel.

NOTE: Any travel expense made with the PCard is still subject to review by the PCard Compliance Officer.

EXISTING TRIPS IN TRAVEL MODULE:

If waiting to close the trip once completed: follow the procedures currently in place.

If closing a trip prior to completion: mark the trip as closed and print off the expense report. Make copies of any PCard receipts for all reconciled PCard travel items and give to the traveler. The traveler must follow the steps for New Trips as stated above.

All cardholders who have travel privileges on their PCard can continue to use the card for allowable travel related expenses.

Any cardholder who wishes to add travel to their PCard can do so after submitting a PCard Request/Change form, reviewing an online travel training and passing a travel quiz.

PLEASE NOTE: An online travel training and quiz will be available in a couple weeks. Please check back, as we hope to have them available no later than March 15th, 2008.

FREQUENTLY ASKED QUESTIONS:

How do I obtain a PCard for travel use?

If you are already a PCard Cardholder, you will not need to get a new card. You need to submit a PCard Request/Change Form and attend online PCard Travel Module training and pass a travel quiz. Your card is put into a travel profile which allows purchases from vendors with MCC codes that were previously blocked.

If you are a card coordinator, you need to submit a PCard Coordinator Request/Change Form and attend online PCard Travel Module training and pass a travel quiz.

If you are not already a PCard Cardholder, you can request a card by completing the PCard Request/Change Form (send the form in to the PCard Program Specialist to order the card) and attending the PCard cardholder training (which includes travel). Your card will be ordered and will be put into the requested PCard group (type) specified on the request form.

What types of travel-related expenses are acceptable or not acceptable for purchase using the PCard with a travel profile?

A current list of allowed and unallowed PCard Travel Expenses is available and will be updated as needed. If there is a travel-related item NOT shown as either allowed or unallowed, please contact the Purchasing Department to see if the item is an acceptable PCard purchase. The list will be updated accordingly, so check back often to see if changes have been made.

Can I get a card that restricts purchases just to travel?

Yes. A travel only PCard is available. You must request it when requesting a new card or a change to an existing card.

What if I pay for a travel item in advance with my PCard and the trip is cancelled?

PCard charges for trip-related items must be put in the Order Log as with all PCard charges. Once the transaction comes in from the bank, it is reconciled. The PC number is put in the appropriate section of the TRV-1 form. If the trip is cancelled and a credit is issued, it is reconciled at the negative amount, and this amount must be noted on the TRV-1 form that gets submitted to Accounts Payable's travel department.