This page provides answers to frequently asked questions related to the Travel & Expense Transformation Project. It is designed to help employees, business offices, and approvers better understand upcoming changes, available tools, and updated processes.
Current FAQs focus on university card services, including guidance on card types, usage, and key policies. As additional components of the project are introduced, this page will continue to expand with updated information and resources to support a smooth transition.
University Cards
Only active university employees are allowed to be cardholders.
A university employee should only have one card. If the card decision tree leads you to a card in more than one path, review with your business office to select the type of card that best fits your role within your business unit.
No, it is not required, but it may be helpful for travelers depending on their purchasing needs.
If you opt out of having a TravelCard, you will need to book airfare through the university booking tool within the Travel & Expense system or by contacting Anthony Travel, the university's travel booking agency. This allows airfare to be paid using the university's default credit card.
To cover other expenses related to the single travel event, conference fees may be paid by the business office using the OneCard or ProCard. Lodging should be prepaid, using a disbursement voucher in UAccess Financials by selecting “Virtual Card” as the payment type.
Travelers without a TravelCard can also pay out of pocket and seek reimbursement. This option is not recommended due to the additional administrative burden and will require justification for not using the available university payment mechanisms for airfare, lodging and conferences.
No. If you make frequent and ongoing operational purchases and make occasional travel purchases, we recommend the ProCard. When that you need to travel on behalf of the university, you will use other payment methods outlined above.
Yes, you may use your TravelCard or OneCard for occasional non-travel or operational purchases, provided they are within card limits, policy, and listed expense types. However, if your operational purchase requires complex procurement or policy analysis, it should be handled by your business office using a ProCard.
No. Ongoing operational purchases must be processed using a ProCard.
No. Frequent travelers must have their own TravelCard. Using a TravelCard ensures that the employee’s expenses paid via their TravelCard are linked directly to their own Travel & Expense profile for accurate reporting. This provides a complete picture of the cardholder's travel expenses, including card and out-of-pocket transactions, if applicable.
The OneCard can only be used to book the cardholder’s own travel.
Yes, with authorization. As the cardholder, you may authorize staff to book airfare, lodging, or other travel needs using your TravelCard. The physical card should not be shared, as the card information can be saved in your Travel & Expense profile. Once assigned as your travel arranger, the admin or business office member can use the booking tool in Travel & Expense to act on your behalf and arrange your travel.
Yes, employees who make frequent operational purchases are eligible for a ProCard, with their business office's approval. Employees seeking a ProCard must complete the required training and regularly review the policy. Additionally, they cannot be holders of a TravelCard or OneCard.
Yes. All applicants must complete the following updated training regardless of prior training completion. This ensures that cardholders understand the different card types, their appropriate use, and the current card strategies under the new program.
- Travel & Expense University Card Training for the TravelCard and OneCard
- University ProCard Training for a ProCard
No. All cardholders must apply for new cards under the new University Card program.
No. Business offices should work with Anthony Travel directly.
You may apply once your unit is contacted by the Travel Expense & Card Services team. Card request rollout will be in phases from May to August.
Yes. An employee who travels frequently may apply early with justification. Please submit the justification within the current Travel & Expense system in a Card Services Request, stating that you will be traveling for the summer.
It can be ordered as needed with proper approvals.
Yes, the ProCard can. The process will remain the same as departmental cards now.