Your Ultimate Guide to the Travel Card UofL Program

Are you planning university-related travel? The travel card uofl program is an essential tool for faculty and staff. However, understanding the application process and policies can feel overwhelming. This guide simplifies everything you need to know. Consequently, you can manage your business travel with confidence and ease.

What Exactly is the UofL Travel Card?

The University of Louisville Travel Card is a corporate credit card. The university issues it to eligible employees specifically for official business travel expenses. Its main purpose is to provide a convenient and efficient method for paying for travel costs. For example, you can use it for flights and hotels. This system significantly streamlines the expense reporting and reimbursement process. Therefore, you no longer need to pay for major expenses out-of-pocket and wait for reimbursement.

Who is Eligible for a Travel Card UofL?

Generally, eligibility for the travel card UofL program is limited to specific groups. You must be a faculty or staff member who travels for university business or makes travel arrangements for others.

Key eligibility requirements often include:

• Permanent employment status with the university.
• Regular travel as a part of your job duties.
• Approval from your department head or financial manager.

Students are typically not eligible for a travel card. However, they may be covered under different university travel procedures.

A Step-by-Step Guide to Applying for Your Card

Getting your travel card involves a few clear steps. Following them carefully ensures a smooth application process. Here is what you need to do.

Step 1: Complete the Required Training

First, you must complete the mandatory online travel policy training. This ensures you understand the rules and your responsibilities. You can usually find this module on the UofL Controller’s Office website.

Step 2: Fill Out the Application Form

Next, download and complete the Travel Card Application and Agreement form. Ensure all information is accurate. Inaccurate details can cause significant delays. Therefore, double-check everything before submitting.

Step 3: Obtain Necessary Signatures

Your department head or an authorized signatory must approve your application. This signature confirms that your role requires a travel card. Without it, your application will not be processed.

Step 4: Submit Your Application

Finally, submit the completed and signed form to the university’s Travel Department. They will review your application and, upon approval, the card will be issued and mailed to your department.

Understanding Permitted and Prohibited Expenses

Knowing what you can and cannot charge is crucial. Misusing the card can lead to its suspension. Always use the card for legitimate business expenses only.

• Permitted Expenses: Airfare, lodging, rental cars, conference registration fees, and ground transportation like shuttles or taxis.
• Prohibited Expenses: Personal meals (often covered by per diem), alcohol, in-room movies, personal items, and expenses for non-university travelers.

Always keep detailed receipts for every transaction. You will need them for reconciliation. This is a non-negotiable part of the process.

Managing and Reconciling Your Travel Expenses

After your trip, you must reconcile all expenses charged to your travel card. The university uses a financial system to manage this. You will need to submit an expense report within a specific timeframe, usually 30 days after the trip concludes.

This process involves uploading all your itemized receipts and providing a business justification for each expense. Timely reconciliation is essential for maintaining your cardholder privileges. In conclusion, staying organized is the key to a stress-free experience with your travel card.