Travel Card (TCard) and Purchasing Card (PCard) Quick Reference Guide
This article provides a quick reference guide outlining which travel-related and business expenses are allowable on the University of Illinois Travel Card (TCard) versus the Purchasing Card (PCard), along with applicable restrictions and supporting policy references.
Allowable Expenses by Card Type
| Description | TCard | PCard |
|---|---|---|
| Airfare | Yes | No |
| Alcoholic Beverages | Yes (see note 1) | No |
| Baggage Fees | Yes | No |
| Bus or Rail Tickets | Yes | No |
| Business Meals | Yes (see note 2) | No |
| Catering | Yes (see note 3) | No |
| Charter Bus and Car Service | No | No |
| Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) | Yes (see note 4) | No |
| Conference Registration | Yes | Yes (see note 5) |
| Food and Beverage Supplies | No | Yes (see note 6) |
| Foreign Nationals Travel and Meal Related Expenses | Yes (see note 7) | No |
| Fuel for Personal Car | No | No |
| Fuel for Rental Car | Yes | No |
| Global Positioning System (GPS) Rental | Yes | No |
| Lodging | Yes | No |
| Late Check-out | No | No |
| Laundry and Dry Cleaning | Yes (see note 8) | No |
| Parking | Yes | No |
| Parking Tickets | No | No |
| Per Diem (employee meals while in travel status) | No | No |
| Professional and Artistic Services | No | No |
| Publishing of Academic Journal Fees | No | Yes |
| Taxi | Yes | No |
| Tolls | Yes (see note 9) | No |
| Travel Insurance | No (see note 10) | No |
| Travel Packages | Yes (see note 11) | No |
| Travel Visas | Yes | Yes (see note 12) |
| Tuition - Graduate Level | No | No (see note 13) |
| University Guests' Travel and Meal Related Expenses | Yes | No |
| Vehicle Rental | Yes (see note 14) | No |
Notes
- See Section 8.1.1 Business Meals, Food Supplies, and Alcohol for greater detail.
- See Section 8.1.1 Business Meals, Food Supplies, and Alcohol for greater detail.
- Only drop-off of food is allowed. Any catering requiring setup or other services must use a purchase order unless a contracted caterer is used.
- Only when renting a vehicle in a foreign country.
- Use PCard only if conference fees do not include lodging and/or meals. The TCard may be used for conference fees, with or without lodging and meals included.
- See Beverage and Food Equipment and Supplies for Public Reception Areas in Section 8.1.3 Determine the Allowability of Specific Expenditures for greater detail.
- See the unit Business Office for assistance as Special IRS rules apply.
- See Section 15.1.4 Determine Allowability of Travel Expenses.
- Only the actual toll, not pre-paid tolls (such as I-PASS).
- International travel insurance must be purchased through a university safety abroad office.
- Travel packages may be purchased for university guests only.
- PCard may only be used if TCard is declined due to merchant code assignment.
- Graduate-level tuition is prohibited on both TCards and PCards. Contact University Payroll & Benefits using the UPB Service Portal for questions.
- Rentals must be paid for by the employee picking up and driving the vehicle. See Passenger Vehicles and Car Rentals for more information.
Applicable Business & Finance Policies and Resources
- Section 8 - Payments and Reimbursements
- Section 15 - Travel
- Section 7.6 - The University Purchasing Card (PCard)
- Payments to Foreign Nationals
- Business Travel - International Travel Insurance
- Section 18.6 - Sales/Use/Gross Receipts Tax/Goods and Services Tax (Reminder: The university is sales tax exempt in Illinois and 26 states.)
- Business Travel - Car Rental
- Emburse Enterprise
Quick Reference Summary
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| Description | TCard | PCard |
|---|---|---|
| Airfare | Yes | No |
| Alcoholic Beverages | Yes, restrictions apply | No |
| Baggage Fees | Yes | No |
| Bus or Rail Tickets | Yes | No |
| Business Meals | Yes, restrictions apply | No |
| Catering | Yes, restrictions apply | No |
| Charter Bus and Car Service | No | No |
| CDW, LDW Insurance | Yes, restrictions apply | No |
| Conference Registration | Yes | Yes, restrictions apply |
| Food and Beverage Supplies | No | Yes, restrictions apply |
| Foreign Nationals Travel | Yes, restrictions apply | No |
| Fuel for Personal Car | No | No |
| Fuel for Rental Car | Yes | No |
| GPS Rental | Yes | No |
| Lodging | Yes | No |
| Late Check-out | No | No |
| Laundry and Dry Cleaning | Yes, restrictions apply | No |
| Parking | Yes | No |
| Parking Tickets | No | No |
| Per Diem | No | No |
| Professional & Artistic Services | No | No |
| Publishing of Academic Journal Fees | No | Yes |
| Taxi | Yes | No |
| Tolls | Yes, restrictions apply | No |
| Travel Insurance | No | No |
| Travel Packages | Yes, restrictions apply | No |
| Travel Visas | Yes | Yes, restrictions apply |
| Tuition - Graduate Level | No | No |
| University Guests' Travel | Yes | No |
| Vehicle Rental | Yes, restrictions apply | No |