Special Notes Regarding Travel on the PCARD
· Travel is optional on the PCARD and requires Dean or Administrative Officer approval · Vanderbilt and Department Travel Policies apply to all cardholders
· Default card limits for travel are $2000 single limit/$10,000 monthly limit
· The PCARD can only be used by the person whose name appears on the card. A cardholder cannot loan their PCARD to the traveler or anyone else.
· No personal expenses are allowed on the PCARD at any time.

Benefits To Using the PCARD for Travel
· Eliminates the need to use personal funds or personal credit cards for University Travel
· Eliminates the need to complete and wait on travel advances
· Eliminates major reimbursements after the trip
· Convenient!

Three Ways to Use the PCARD for Travel
· 1. When the traveler has their own PCARD
· 2. When the traveler's assistant or administrator has a PCARD
· 3. To pay for travel for Vanderbilt guests, students, and/or residents

Adding Travel to an Existing PCARD
If you currently have a PCARD, your Dean or Administrative Officer must email pcard@list.vanderbilt.edu with their approval to add travel to your card. Travel will be added within 24 hours and your limits will be increased to $2000 single transaction limit and $10,000 monthly limit unless otherwise noted.

Appropriate and Intended Use of the PCARD for Travel
The PCARD may be used for authorized business related expenses. Cardholders must follow department and university travel policies.

The PCARD should be used for the majority of the travel expenses such as the conference registration, hotel, airfare, rental car, phone calls, and meals. Incidentals should be requested for reimbursement after the trip.

Business Meal Transactions
Business meal transactions must include names of the attendees and the business purpose on the receipt to comply with IRS regulations. If there are a large number of attendees, listing the name of the group and the total number is acceptable. Remember to also type this information in the transaction notes section in PaymentNet.

An example of this type of transaction is located in the downloadable document.

Calculating the Total Trip Expense
To calculate the total cost of the trip, you should add the grand total of the Vanderbilt Transaction Detail Report and the total of out of pocket expenses detailed on the yellow Accounting page of the green Travel Report Form.

Cash Advances
Cash advances can be processed prior to the trip via the Request for Travel Advance through the Department of Finance (for the Medical Center employees), or Disbursement Services (for University employees) for travelers using the PCARD for a portion of the travel expenses. Cash advances also depend on departmental policies.

Hotel/Resort Reservations
When a cardholder makes a hotel reservation for someone else or a group:
· Confirm the number of nights to be paid for on the PCARD with the hotel
· Request an authorization form to be faxed from the hotel
· Indicate on the form what you authorize to be charged to your PCARD
     Room only
     Room & Meals Only
     Room, Meals & Phone Calls

Personal Expenses
Personal expenses may not be placed on the PCARD at any time. Examples may include, but are not limited to: tennis, laundry, movies, spa, beach setups, golf, or other recreational fees. Travelers may not use their PCARD to pay for their family's meals or expenses.

Travel Report Form
The green Travel Report form has to be ordered. The Web address for ordering forms is: http://www.mc.vanderbilt.edu/copypost/forderold.htm and the form number is 60-002-523 (04/04). The green Travel Report will have a preprinted number located in the upper right-hand corner of the form and contains 3 copies. The yellow Accounting page has a defined area to include the amount of PCARD purchases and an area to list incidental expenses. The authorized green copy is to be retained along with the PCARD documentation for auditing purposes.

Records Retention
Support for regular business travel paid using the PCARD must be maintained in the department for eight full fiscal years. The length of this retention period is attributable to the fact that departments/divisions are the sole source of support, meaning they hold the only copy on campus. Business travel placed on grant funds must be maintained until three years after the final expenditure report has been filed.

Sales Tax & Travel
Sales tax should not be paid on travel within the State of Tennessee. The tax exemption number is printed on the top of the PCARD and tax exemption certificates are issued at the PCARD training class. Please note: we are not exempt from hotel occupancy taxes or other entertainment taxes, only sales tax.

Vanderbilt has traditionally paid sales tax on out-of-state business travel for individuals. However, if you are going to purchase multiple items such as books, software, or plan to coordinate a conference out-of-state, please contact the Accounting office at 343-6601 to obtain the tax exemption certificate for that particular state. We are not exempt in all states.

Travel Report Number
The travel report number is a pre-printed number on the upper right hand corner of the green Travel Report form. This number must also be typed in the Travel Auth Number field in PaymentNet for each trip related transaction.. This number is important for IRS and retention purposes, and also allows the cardholder to run the Vanderbilt Transaction Detail Report after the trip. This report prints out a detail of the traveler's trip expenses.

Travel on Sponsored Project Funds For travel occurring on sponsored project funds, please be aware of the following:
· The travel must occur during the approved grant period.
· Costs charged to theses centers must be appropriate and allowable as defined in the agreement or applicable sponsor guidelines.
· Unallowable costs such as alcohol, movies, laundry may not be charged to sponsored project funds.
· For any trips not taken or conferences not attended, any cost that is not fully refunded must be removed from the sponsored project.

Vanderbilt Transaction Detail Report
The Vanderbilt Transaction Detail Report is a report, which details all the trip expenses placed on the PCARD. In order for this report to work correctly, the travel authorization number must be typed in the Travel Auth Number field in PaymentNet for each trip related transaction.

Before the Trip
· Traveler completes the green Travel Report Form and obtains appropriate approvals.
· After approval, reservations can be made for the registration, hotel, airfare, and rental car

During the Trip
· The cardholder may use their PCARD for allowable trip expenses.
· The cardholder must obtain a receipt for all PCARD purchases.
· The cardholder should log all trip expenses.

After the Trip
Cardholder should review all trip expenses in PaymentNet by completing the following:
· Change the account and budget center number to appropriate travel numbers
· Type their travel report form number in the travel authorization number field
· List the conference name, location, dates of travel, and their name in the transaction notes section.
· Mark the reviewed box and then SAVE.
· The card manager then approves this transaction in PaymentNet.
· Run the 1Vanderbilt Transaction Detail report by search criteria Travel Authorization # using the pre-printed number off the green Travel Report Form.

Additional Reimbursement
If the traveler has a few incidentals that were not placed on the PCARD, the traveler must submit the completed yellow Accounting page in the green Travel Report Form within 10 days of the end of the trip. The 1 Vanderbilt Transaction Detail Report will provide a grand total of charges placed on the PCARD. This total must be listed on the yellow Accounting page under Total Pcard Transcations. The following is required in order to get reimbursed:
· Copy of the Vanderbilt Transaction Detail Report (PCARD trip related charges)
· Original out-of-pocket receipts

After appropriate signature approvals, the yellow Accounting page in the green Travel Report Form and attachments should be submitted to Department of Finance (for the Medical Center employees), or Disbursement Services (for University employees). Do not send any PCARD receipts, only receipts that need reimbursement should be forwarded for reimbursement.

Before the Trip
· The Traveler's assistant or administrator who has a PCARD may use their card to pay for trip related expenses for the traveler.
· Traveler completes the green Travel Report form and obtains appropriate approvals.
· After approval, the cardholder may make reservations for the traveler, i.e., registration, hotel, airfare, and rental car.

During the Trip
· The traveler should use their own funds or personal credit card for expenses not already on the PCARD. Receipts must be maintained.

After the Trip
Cardholder should review all trip expenses in PaymentNet by completing the following:
· Change the account and budget center number to appropriate travel numbers
· Type the travel report form number in the travel authorization number field
· List the conference name, location, dates of travel, and the traveler's name in the transaction notes section.
· Mark the reviewed box and then SAVE.
· The card manager then approves this transaction in PaymentNet.
· Run the 1Vanderbilt Transaction Detail report by search criteria Travel Authorization # using the pre-printed number off the green Travel Report Form.

Additional Reimbursement
If the traveler has a few incidentals that were not placed on the PCARD, the traveler must submit the completed yellow Accounting page in the green Travel Report Form within 10 days of the end of the trip. The 1 Vanderbilt Transaction Detail Report will provide a grand total of charges placed on the PCARD. The total must be listed on the yellow Accounting page under Total Pcard Transcations. The following is required in order to get reimbursed:
· Copy of the Vanderbilt Transaction Detail Report (PCARD trip related charges)
· Out of pocket receipts

After appropriate signature approvals, the yellow Accounting page in the green Travel Report Form and attachments should be submitted to Department of Finance (for the Medical Center employees), or Disbursement Services (for University employees). Do not send any PCARD receipts, only receipts that need reimbursement should be forwarded for reimbursement.

A cardholder may use their PCARD to assist in travel expenses for Vanderbilt guests such as visiting speakers, or faculty and administrators interviewing for positions at Vanderbilt.

· Guests do not have to complete a travel authorization form.

· Type clear and complete notes in PaymentNet under each trip expense, i.e., guests name, purpose of trip, and dates of travel. Please note that they are a guest or a visiting speaker.

· Maintain appropriate trip info and receipts in the PCARD monthly folder and file in the department.

STEP 2
Highlight and click on REPORTING or ALL REPORTING.

STEP 3
Under Select a Category, click on the TRANSACTION button.

STEP 4
Click on the first report labeled, 1-Vanderbilt Transaction Detail Report.

STEP 5
Three criteria buttons will appear. You can use any of the parameters (i.e., employee last name, budget center #, travel authorization #, etc.) to create the report. For example:

STEP 6
After selecting your three parameters, click on the PROCESS CRITERIA button.

STEP 7
Next, you must select how you want to view or print your report. You have options for formats in Adobe, Excel or Word. Select via the green arrow button.

STEP 8
You will immediately receive a message that your report will be available shortly. This should only take a few moments. Continue to click on the REFRESH button to see if your report is ready.

STEP 9
When the report name is visible on the screen, click on the report name and it will open in the selected format. You may print your report.