Stanford
Administrative Guide

5.4.3 Travel Cards

Last Updated

This policy applies to all Stanford University employees and departments applying for or holding a Stanford-issued Travel Card. For detailed procedures and resources, refer to the Stanford Travel Card (TCard) Program overview on Fingate. This policy aligns with Administrative Guide Memo 1.1.1: Code of Conduct, Guide Memo 5.1.1: Procurement Policies, and applicable federal regulations.

Authority: Approved by the Senior Associate Vice President for Finance.

Applicability: 

This policy is applicable to direct purchases of travel and travel-related services incurred during university-sponsored travel, such as airfare, lodging, ground transportation, and travel meals.

1. Purpose

Travel Cards (TCards) are university-liability credit cards issued to active and authorized employees to pay for eligible travel and travel-related expenses in support of Stanford business.

TCards are the recommended payment method for any travel costs not reimbursed through the per diem method. They may not be used for personal expenses while traveling, except for incidental expenses that cannot be easily separated from a business charge.

There are two types of TCards:

  • Individual TCard: Issued to and used only by a specific active employee who travels frequently on Stanford business.
  • Department TCard: Issued to an active employee who is assigned as the cardholder for the department. The cardholder uses the card to pay for university-sponsored travel for occasional travelers, students or non-employees. The Department TCard must remain in the cardholder’s possession and  should not be given to travelers.

2. Roles and Responsibilities

For overarching roles and responsibilities in procurement activities, refer to Guide Memo 5.1.1: Procurement Policies. Specific roles and responsibilities related to Travel Cards include:

  • Purchaser
    • The individual or department TCard cardholder is responsible for all purchases made on the card, complies with related policies, and provides applicable receipts and documentation.
    • The cardholder is personally responsible for ensuring prompt payment to Stanford University for any non-reimbursable TCard charges.
    • To be issued a TCard, the individual must complete the application process, which includes designating a guarantee account (PTA), a transaction verifier,; completing training, and obtaining appropriate approvals.
  • Preparer and verifier
    • This individual prepares and submits expense reports to properly record travel-related expenses and to request payment on behalf of Stanford-authorized travelers. Documentation must be attached, along with a business purpose and account (PTA) information.
    • This individual is responsible for properly documenting and recording transactions in a timely manner, including disputing or reporting any potentially fraudulent transactions.
    • Transactions verified later than 60 days after expenses are incurred (the later of the credit card posted date or date travel is complete) are treated as taxable income to the cardholder in accordance with the IRS Accountable Plan. If a TCard transaction remains unverified, it will be force cleared to the specified guarantee account (PTA). Repeated failure to verify and approve TCard transactions may result in card suspension.
    • Cardholders can prepare and verify their own transactions, but must route them to an authorized approver who does not report to them and is not the transaction’s beneficiary.
  • Approver: TCard transaction approvers are granted appropriate approval authority for the PTA to which the transaction is charged. The approver may not report to the individual who made the purchase or be the beneficiary on whose behalf the purchase was made.
  • School/unit management
    • Managers and financial approvers must monitor all TCard usage within their organization, ensuring timely processing and compliance with policies.
  • Central administration and oversight
    • Financial Management Services (FMS) oversees transaction compliance and may suspend cards for non-compliance.
    • TCard transactions are also subject to additional review by the Office of the Chief Risk Officer (Internal Audit and/or Ethics and Compliance) and external auditors.

Misuse

TCard charges that are found to solely benefit the individual (with the exception of incidental personal expenses that cannot be easily separated from a business charge, and are promptly repaid to the university) and/or charges deemed excessive or fraudulent will be subject to further review and assessment by the appropriate office as outlined in Guide Memo 3.5.1: Financial Irregularities. Consequences of substantiated financial irregularities are described in Guide Memo 1.1.1: Code of Conduct.

3. Permissible and Non-Permissible Purchases

For an expanded list of permissible and non permissible purchases, see Fingate.

  • Permissible purchases:
    • Generally, individual TCards may only be used for the cardholder’s university-sponsored travel expenses, such as airfare, lodging, travel meals, and ground transportation.
    • Department TCards may be used for travel expenses for occasional travelers, including students, groups, or university guests.
  • Non-permissible purchases:
    • Non-travel expenses, such as local business meals or virtual conference registration (where no travel is involved), are not allowed on a TCard.

When charged to sponsored projects, TCard transactions must comply with the sponsoring agency’s policies, including allowability, and adhere to the requirements of the Fly America Act and Open Skies Exceptions when using a federal award.