Travel on the P-Card
Frequently Asked Questions
What travel expenses are allowed on the p-card?
| Type of Expense | Allowed on P-card? | Comments/Caveats |
| Airfare | Yes | Keystone Travel, Milwaukee, and Marathon Travel, Stevens Point, have been endorsed by UWSP and are currently providing our campus with a full line of travel agency services. Travelers have the flexibility of choosing from our preferred agencies, an agency of their own choice, or by booking travel directly from the airline as well as web. |
| 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: In-state rental - Enterprise Out-of-State – National |
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.
Sherry Lazar, P-card Program Coordinator, ext 4543.