Travel With PCard
Benefits & Appropriate Use | If the Traveler Has A PCard | If the Traveler Does Not Have A PCard |
International Visitors | Travel For Vanderbilt Guests | Travel On Sponsored Project Funds
If the Traveler Does Not Have A PCard

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 and obtains appropriate signature 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 authorization 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 1 Vanderbilt Transaction Detail report by search criteria Travel Authorization # using the pre-printed number off the green Travel Report.

Additional Reimbursement

If the traveler will have some 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 p-card. This total must be listed on the yellow Accounting page under Total PCard Transactions. The following is required in order to get reimbursed:

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.

If I use my card to book a hotel room for someone in my department, what happens when the hotel requests to see my card at the time of check in?
If you are booking a hotel room for another individual, tell the hotel personnel this when making the reservations. They will fax a form to you that you will have to sign stating that it is OK to bill the room charge, meals and taxes directly to your card. Any other expenses would need to be paid personally by the traveler. They may also request that you photocopy your card and fax it to them too. It is OK if the hotel asks the traveler for an additional credit card at the time of check in. That is a formality in case there are other charges, telephone, movies, etc. that will need to be paid for personally or for reimbursement.