UCO Travel Card

Travel Card/Cash Advance Request Form

• Request Declining Balance Travel Card

• Reactivate Travel Card (for previous cardholders)

• Request Cash Advance Check

Travel Card/Cash Advance Request Form Policy and Instructions

• How to Request card or cash

• How to activate card

• When to submit travel

Expense Reporting

• In accordance with UCO Travel Card Policy, submit all receipts and travel documents to the UCO Travel Office, in person, within 14 days of the conclusion of trip. Please read the Liability Clause statement located directly above the cardholder signature field on the Travel Card/Cash Advance Request Form.

Exception: Athletic Department Coaches only, may retain their travel card until their respective sport

season has ended. This applies to the travel card only and does not exempt coaches from complying with the reconciliation regulations pertaining to each individual trip.

Expense Reporting

• Use of the UCO Travel Card requires that the encumbrance originate from a UCO cash account. Upon successful completion of all required reimbursement responsibilities, the assigned faculty or staff expense may be charged to an E&G organization, if appropriate. This option is at the discretion of UCO Travel Department personnel and requested during the

travel application process. • Expenses must be itemized and logged on the

Expense Report Envelope provided. Employee will enclose all original receipts in the envelope.

Expense Reporting

• UCO Employees, (Coaches, Group Sponsors, etc) who use the Travel Card to pay for their own travel expenses, must submit a (UCO) State of Oklahoma Travel Reimbursement Voucher, itemizing expenses as requesting reimbursement. The employee will assign payment to UCO by signing the assignment box on the bottom right hand corner of the Travel Reimbursement Voucher.

• All expenses must be in accordance with the State Travel Regulations and Policies and UCO Student Travel

Regulations and Policies.

Expense Reporting

• Coaches traveling for recruiting purposes and using the travel card to facilitate payment, must submit a trip log for expenses not reported on Travel Reimbursement Voucher (see #3, above). Trip log should list the activity, expense, and name of recruit.

Travel Office Auditing Procedures

• Travel office will match all receipts to charges on credit card statement.

• The audit of expenses is in accordance with State Travel Regulations and UCO Student Travel Regulations and Policy.

• Cardholder will be personally liable for all prohibited expenses. (Ref. Liability Clause, on Travel Card / Cash Advance Request Form).

Travel Office Auditing Procedures

• Travel Card expenses will be charged to the encumbrance established at the time of application. (Ref. #2, under Travel Card / Cash Advance Request Form, Policy and Instruction Sheet).

– Student expenses post directly to expense account code 72212.

– Employee expenses post to the expense account codes appropriate for the expense and under the employee’s ID until reconciled. Assignment of payment to the UCO Travel Card by traveler completes transaction.

State of Oklahoma Travel Reimbursement Voucher

OSF Form 19

• For Reporting Employee Expenses

Group Travel Expense Report Worksheet/Envelope

• For reporting the total amount charged to travel card.

1. Itemized Student expenses

2. Employee expenses (total amount claimed on OSF Form 19)

Purchasing & Payment Services Contact Information for University

Travel Dana Stout Mark Buntyn

dstout@uco.edu mbuntyn@uco.edu

974-2397 974-2493