Travel Card
NEW!!! Request a Travel Card:
Submit Travel Card Request form or if submitting on behalf of more than one individual and prefer to use multiple request form.
- You must have an active Expense (T&E) profile.
- Once the request is received, the travel team will send the employee a travel card application and Blackboard training instructions.
- The application will be prepopulated with the information from the Expense profile.
Please allow approximately 7-10 business days after application has been submitted and reviewed by our travel team, for notification of card pick-up. This allows time to submit the order, receive cards from bank and load information into Concur-Anthony Travel.
Spending Limits and Guidelines
Merchant Returns and Exchanges
Card Security
Keep the card secure at all times. The Travel Card (travel card) is to be protected by the same safeguards that are applied to the security of a personal credit card or ProCard (procurement card).
Lost or Stolen Card
If a Travel Card is lost or stolen:
- Immediately notify PNC Bank: 1-800-685-4039.
- Complete the Lost or Stolen Card Notification Form online and email to the Travel team at travlcrd@louisville.edu.
Suggested Uses
The Travel Card must be used for all travel purchases less than $2,500, if accepted by the vendor and not listed as a Travel Card restriction.
- Hotel Reservations
- Airfare
- Car Rental – Enterprise/National
- Gasoline for rental vehicles
- Taxis, Uber, Lyft, Shuttles
- Parking
- Entertainment expenses (including alcohol purchases)
- Business Meals
- Registrations
For more information on suggested uses, refer to the Procure-to-Pay-Grid.
This is not an all-inclusive list. There may be items not mentioned on this list that are acceptable purchases. Contact Travel if you are uncertain about any purchase.
Restrictions
- Personal Meals
- Cardinal Card deposits
- Contributions/donations
- Controlled substances/narcotics
- Firearms/ammunition
- Gift cards
- Insurance (commercial)
- Parking Tickets
- Movement on household goods/relocation expenses
- Parking permits (UofL permits)
- Printing
- Products available through University Stockroom (link)
- Radioactive material
- Services subject to Personal Services Contracts; i.e. consultants, legal services, etc.
- Shipment of hazardous materials
- Subcontracts on grants
Personal Purchases are Strictly Forbidden
Cardholder Responsibilities
- Monitor the Travel Card website for any changes to the program’s policies and procedures.
- Refer to the Travel Card Security/Possession page for details on card security.
- Ensure the Employee Usage Agreement is signed by any employee, other than the cardholder, who uses a Travel Card to book travel for the cardholder.
- Obtains original, itemized receipts and uploads them to the appropriate My Wallet transaction for expense reports.
- Submits expense reports for ALL travel charges regardless of payment method.
- Verify all transactions on the monthly bank statement. Disputed charges must be reported to the Travel team and PNC immediately.
- Refer to the Travel Policy for additional guidance.
Spending Limits and Guidelines
Single purchases cannot be divided to circumvent the per transaction limit. This type of process is called a “split transaction” and is a violation of Travel Card policy.
Transaction or monthly limits may be increased, either permanently or on a temporary basis, with approval from the department head/chair.
Merchant Returns and Exchanges
A credit to the same PNC account may be issued by the merchant for returned good(s) OR you may exchange the item. If the exchange is not an even transaction, i.e. dollar amounts are not the same, it’s best to ask the vendor to credit the full amount of the item you are returning and complete a new transaction for the new item.
Receiving cash or checks to resolve a credit is prohibited.
Entertainment Purchases
The Travel Card is an acceptable payment method for some entertainment expenses.
Meals or events that are primarily social in nature (i.e., public relations, development, etc.) and have UofL related business purpose maybe be permitted. Examples of acceptable entertainment expenses include:
- Catered events in celebration of University milestones.
- Donor and donor prospect meals and receptions.
- Meals including University guests and other non-employees.
- Recruitment of prospective faculty, staff, or students.
Business Meetings/Meals
The Travel Card is an acceptable payment method for business meal expenses.
For a meeting to be considered “business related,” the meeting must be planned with a defined, strategic business objective. A pre-meeting agenda is encouraged to establish expectations of the meeting. Whenever possible, meetings should be conducted outside of normal meal periods.
An itemized receipt and list of attendees must be submitted with the expense report.
Travel
The Travel Card must be used for employees; (faculty, staff, graduate students) travel.
The ProCard can be used for guest travel expenses (except airfare and rental car) for authorized university purposes, such as recruitment.
Sales Tax
University purchases are exempt from Kentucky Sales Tax. Advise the vendor that your purchase is tax exempt before the sale/transaction is completed. Our KY Tax exempt ID is C-102.
Sales Tax Exemption Certificate form can be found online.