UCO Travel Card

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UCO Travel Card
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Travel Card/Cash Advance Request Form

• Request Declining Balance Travel Card
• Reactivate Travel Card (for previous cardholders)
  
• Request Cash Advance Check

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Travel Card/Cash Advance Request Form Policy and
Instructions

• How to Request card or cash
• How to activate card
• When to submit travel

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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.

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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 EG
  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.

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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.

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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.

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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).

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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
  employees ID until reconciled. Assignment of
  payment to the UCO Travel Card by traveler
  completes transaction.

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State of Oklahoma Travel Reimbursement
VoucherOSF Form 19

• For Reporting Employee Expenses

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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)

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Purchasing Payment Services Contact Information
for University Travel

• Dana Stout Mark Buntyn
• dstout_at_uco.edu mbuntyn_at_uco.edu
• 974-2397 974-2493