Travel on the P-Card FAQs
What travel expenses are allowed on the p-card?
If your p-card is authorized for travel, the following table explains what
travel expenses may be paid with the card. You MAY NOT put travel expenses
on your p-card without both your department and Purchasing Department
approvals.
| Type of Expense |
Allowed on P-card? |
Comments/Caveats |
| Airfare |
Yes |
You have the following 3 options:
1. Purchase airfare from a full-service travel agency of your
choice, e.g. Marathon Travel.
2. Purchase airfare directly from the airline using a telephone.
3. Purchase airfare online using the state's mandatory contract
website, "Travelport" managed by Fox World Travel.
Travel agency booking fees may be charged to the p-card. |
| Cash Advances from ATM |
No |
No PIN number will be issued for these cards. |
| Gas |
Sometimes |
Yes – for rental vehicles. No – when using a fleet vehicle (use
the card provided in the fleet vehicle). |
| Hotel Incidentals |
No |
Incidentals include phone calls, room service, mini-bars,
movies, etc. |
| Lodging |
Yes |
Must be 100% reimbursable from a UWSP general ledger account
and, if convenient and available, you should use lodging approved by
DOA. |
| Meals |
No |
|
| Parking fees |
Maybe |
Parking at hotels and airports are allowed but not that the
amount allowed is regulated by travel rules and regulations. |
| Rental Car |
Yes |
Must use state contract vendors:
Rentals originating in Wisconsin - Enterprise
Rental originating out-of-State & Worldwide – National
|
| Registration Fee |
Yes |
Submit a copy of the program with your statement packet. |
Train, taxi, bus
shuttle |
Yes |
Receipt is required. |
May you use a p-card for travel expenses that are related to your
job, but not reimbursed by UWSP?
No. In order to use the p-card the charge must be 100% reimbursed
by a UWSP account.
Who signs the approver line on the p-card statement if there is
travel expense on the p-card?
The budget manager for the account that the p-card is charged to.
(This is the same as the current policy.)
What if your travel is funded by several campus areas/accounts? How
does the expense get into the correct general ledger account?
You must choose one account number for each p-card. If multiple
accounts are used for funding expense(s), charges need to be transferred
into the correct accounts. You need to work directly with the General
Ledger staff to request this transfer.
What type of documentation will be required with the p-card
statement?
The same documentation that is currently required for any UWSP
travel.
When are the p-card statements with all documentation and proper
signatures due in Purchasing?
One month after the statement date.
Are there consequences for late statements?
Yes. If a cardholder does not submit the required paperwork in a
timely manner, the card will be closed down or severely restricted and
supervisors or budget managers will be notified when your card is closed
or restricted.
Who do you contact if you are unsure if use of the p-card is
appropriate for your travel?
Katie Schroth, Director of Purchasing and Payment
Services, ext 3930.
Joe Hencik, P-card Program Coordinator, ext 4543.
