• Traveler completes the green Travel Report form and obtains appropriate signature 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

• Change the account and budget center number to appropriate travel numbers
• Type their travel report 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 1 Vanderbilt 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 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:

• 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.

Why do I have to record my Travel Report Form number on every travel transaction and record the business purpose in the transaction notes field in PaymentNet?
Typing in your Travel Report Form number in PaymentNet will provide a cross-reference for your expenses and your business trip. By including this in PaymentNet, it will satisfy the IRS requirement that the travel is business-related and therefore, not taxable to the individual traveler.

How can I calculate the total cost of my trip upon return?
The reason that the green Travel Report Form number is included in the "Travel Authorization Number" section of PaymentNet is so that a query can easily be run on that number and all travel expenses located.

If I want to watch a movie or use the laundry services at the hotel, can that be charged to my PCard?
No. If you have personal charges on your hotel room bill, pay for them using your own personal credit card at the time of check out. It is against policy to use the PCard for personal expenses.

How do I get reimbursement for expenses I paid for myself and where should I file my PCard expenses for travel?
Travel expenses that need to be reimbursed should be submitted within 10 days of the end of the trip. If the traveler has used the PCard for their travel and just has incidental expenses to be reimbursed (such as tips, taxis, or meals) the traveler must submit the yellow Accounting page along with the 1 Vanderbilt Transaction Detail Report. In this case, the Travel Report number (in the right hand corner of this form) should be noted in the Travel Authorization number field in PaymentNet. The 1 Vanderbilt Transaction Detail Report can query the travel information using the search criteria Travel Authorization number. This 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 Transactions. 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.. Attach all your receipts for the trip to your Travel Report Form and file with your monthly PCard transaction logs or bank statements, as appropriate. You should check with your department administrator, however, to determine if additional departmental filing requirements exist.