The Travel Card (TCard) is a System-paid, System-liability charge card authorized by a Department Head for University of Illinois System employees. The TCard may be used for qualified travel expenses, business meals, and refreshments for approved events, helping reduce significant out-of-pocket costs for employees. Billing cycles run from the 25th of each month through the 24th of the following month, with spending limits replenished at the start of each cycle. The TCard transaction will appear and be displayed in Emburse Enterprise “Emburse” for reconciliation convenience.
Emburse Enterprise is the University of Illinois System’s travel and expense management tool. Emburse includes features and tools that are well suited for the University of Illinois community. Emburse is used for automating spend control, approval routing, mobile access and integrates with Banner financial systems. Emburse offers online training and job aid videos available on their online dashboard.
Provided below are some of the most common allowable TCard purchases:
- Travel Expenses
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- Airfare *Some upgrades are allowable with certain restrictions applied.
- Lodging
- Transportation (train, buses, taxi, Uber, etc.)
- Baggage fees
- Parking fees
- Conference Expenses
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- Registration Fees
- Conference Lodging *Conference itinerary must be included
- Conference Travel
- Meals
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- Business Meal: A business meal is defined as food or refreshments provided during an official university-related meeting, event, or discussion where two or more members (including at least one external participant) are included.
- Catered Event: An event where a vendor provides catering services, including meals delivered and set up with chafing dishes, etc., picked up after the event by the caterers. A TCard can only be used with system-contracted vendors and under the single transation limit. Any other catering purchases would need an exception or a PO.
- Food Supplies: Pre-made or pre-packaged food items purchased (e.g., cookies, cupcakes, pastries, items for charcuterie board, etc.) to be brought to and consumed during a meeting where university business is being discussed.
Employees may need to request a TCard exception in certain circumstances. TCard exceptions could have up to a 15 day turn around time and will need to be processed and submitted in advance PRIOR to using the TCard. Submission of a TCard exception does not guarantee the expense will be approved. Employees may need to consider alternative purchasing methods.
If an employee uses their TCard without an exception in place or for unallowable purchases, this is considered a Non-Compliant purchase. Cardholders may lose their TCard privileges under these circumstances.
- 1st incidence – Cardholder will be cited and a copy of the citation will remain in the cardholder’s file and sent to University Card Services.
- 2nd incidence – Cardholder will be cited AND their TCard will be suspended for the remainder of the billing period.
- 3rd incidence – Cardholder will be suspended for up to one year or TCard account cancelled.
- Common Mistakes
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- Travel that includes any personal travel is prohibited. Employees should purchase travel on their own and submit as an Employee Reimbursement.
- Not using the correct card. Know which card to use for meals: Business meal chart
- Not providing receipts and documentation of the purchase(s)
- Not processing your transactions in a timely manner
- Splitting transactions to circumvent the single transaction limit or “stringing”
- Non-Compliant purchases
Emburse checklist for TCard Transactions
- To ensure your TCard transaction will be approved in a timely manner, please follow this checklist for accuracy and compliance:
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- Does the receipt match the charge and itemized (place, date, amount)
- Is a signed RAT (Request Authorization to Travel)
- Does the business purpose list the who, what, where, and how the purchase benefits the University?
- If the purchase is from a “brick and mortar” business, has the physical receipt been turned in?
- Have appropriate expense tiles been chosen for the specific expense? This determines the account code.
- Any non-employee expenses- Non-employee
- Is a proper In-state and out-of-state, international travel option chosen?
- Is this international travel? If yes, is proof of international travel insurance attached to the report?
- If the Conference hotel option is checked, is there proof of the designated conference hotel attached?
- Are the expenses itemized correctly?
- Do the check-in and check-out dates match the folio?
- Do the check-in and check-out dates in the room rate calculator match the hotel folio?
- If tax was charged, is there a note stating if they are pursuing a refund, or if they are unable to get a refund?
- Is the purchase allowable per BUSFIN policy 15.2?
- For conference-related costs or expenses incurred over a period of time, do the start and end dates match the actual dates of the expense?
Travel Card (TCard) and Purchasing Card (PCard) Quick Reference Guide