Travel Card
The university-issued Travel Card is the preferred payment method for faculty and staff to purchase domestic and international business travel, and business entertainment goods and services.
Benefits of Use
Applying for and using a Travel Card:
- Does not impact an employee's personal credit.
- Does not impact an employee's finances- travel paid with a personal card cannot be reimbursed until after a trip takes place.
- Allows for immediate reconciliation and reimbursement. Travel Card transactions flow into Ignite automatically and are available to reconcile within 2-3 business days of the purchase post date.
- Allows for consolidated travel spend data, allowing Procurement to negotiate more favorable rates, discounts, and inclusions with travel suppliers.
Eligibility
University employees are eligible for a Travel Card provided they meet the following criteria:
- Full-time, active employment status in good standing with the University
- Complete the application, with approvals by the Line Manager and Business Officer
- Review the policy, user agreement, and expense materials
- Complete trainings/assessments as required
Individuals who do not meet the above criteria are not eligible for a Travel Card. Employees who have had a card revoked or who have defaulted on card payments are not eligible to reapply for a Travel Card.
Application
To begin the application process, employees must complete JP Morgan's online application and route approval to their Line Manager. There are three application links depending on the employee's desired card limit.
| Level | Name | Description | Limit | Application Link |
|---|---|---|---|---|
| 1 | Infrequent Travel | 1-2 times/year | $2,500 | Application- $2500 Limit |
| 2 | Moderate Travel | 3-10 times/year | $5,000 | Application- $5000 Limit |
| 3 | Frequent Travel | 11+ times/year | $10,000 | Application- $10000 Limit |
For additional information or assistance with the online application, please reference the below job aid or email purchasing_card@baylor.edu.
After all approvals are received, the applicant will be forwarded training information and a card user agreement to review.
Cardholder Responsibilities
- Cardholders are responsible for all charges made on the Travel Card.
- The Cardholder that completes an approved application and receives their name embossed on the card is the only authorized user.
- Cardholders may initiate transactions on behalf of others in his/her department; however, Cardholders are responsible for purchasing only eligible travel goods and services; obtaining required documentation; and ensuring charges to restricted funds follow the terms and/or conditions of the fund.
- Cardholders with questions about whether certain expenditures are allowed on sponsored projects or restricted funds must contact their University Research Administrator (URA) or dean’s office.
- Only eligible business travel and entertainment expenses may be charged; personal purchases are strictly prohibited.
- All transactions must be supported by a detailed business purpose and complete documentation.
- Cardholders must ensure all transactions are familiar and reasonable, perform a detailed review or delegate detailed review to a designee, and submit all documentation in Ignite Expense for reconciliation.
- The Cardholder must pay the monthly statement balance in full by the due date specified by the Issuing Bank. The University will reimburse employees in a timely manner for approved, allowable transactions upon receipt of complete and proper documentation in Ignite Expense. The Cardholder agrees to use such reimbursement to pay the balance of the Travel Card. The University does not directly pay Travel Card statements for University employees.