Using Your P-Card for Travel

The Rensselaer travel policies are maintained by the Office of Finance. For more detailed information on the rules governing travel at Rensselaer, refer to Rensselaers Travel Policy.

In order to use your P-Card for travel, you must first have authorization and a PIN number for your card.

The P-Card functions the same way your personal credit card functions. Each card is assigned spending limitations.

• The department designates the maximum dollar amount allowed per transaction and per monthly cycle.
• Cash transactions are limited to one transaction per day and a maximum dollar amount determined by the department, up to a maximum of $500 per day (unless authorized in writing by the President).

Obtaining a PIN Number:

• Call The Bank’s Customer Service number at (800) 316-6056
• The service representative will verify your identity by using the unique information you provided on the P-Card (Purchase/Travel Card) application.
• You may request a specific 4-digit PIN number or have one assigned to you. Assigned numbers are computer-generated and mailed directly to you. The service representative will not be able to give you your number over the phone.

Travel Insurance

Rensselaer provides business travel insurance to all employees who are required to travel on Rensselaer business. Coverage is automatic. However, you should always be sure there is documentation in your office regarding the travel and that your term life insurance beneficiary form is current with Human Resources.

This policy provides you or your beneficiary up to $150,000 of insurance if you die by accidental means or suffer the loss of limb, sight, speech, or hearing while traveling on official Rensselaer business, except when the travel takes place in a private aircraft. Your beneficiary is the same beneficiary you designated for your Rensselaer sponsored term life insurance.

Travel is defined as a business trip that begins when you leave your home or work location and ends when you return to your work location or home. Everyday travel to or from your home or to your work location is not a “trip” and, therefore, is not covered under this policy.

Workers Compensation provides benefits to you if you are disabled as a result of an on-the-job injury or work-related illness. This benefit also applies to injuries incurred while traveling on Rensselaer business.

Travel Reconciliation

It is required that a Travel and Entertainment Expense Report be completed, properly authorized and reconciled to the Bank Statement of your card account.

Once a travel log has been approved the journal vouchers processed in Banner for the expenses must be posted to the appropriate budget.

• The travel log must be authorized PRIOR to completing and posting the journal vouchers in Banner.
• Refer to the Reconciliation section of the P-Card manual for details on how to complete and post journal vouchers.

You have two options available for logging travel expenses:

• Keep a monthly travel log and reconcile the log the same day every month. Each month you need to reimburse yourself or Rensselaer, if necessary. You cannot carry a balance forward to the next month.
• Reconcile a travel log or each trip and keep an incidental log for miscellaneous expenses (e.g., lunches, mileage). Reconcile the incidental log each month on the same day as stated above.

Request for Reimbursement

All travel transactions must be recorded on a Travel and Entertainment Expense Report.

The traveler’s employee RIN number, department, destination and purpose of the trip must be referenced.

Rensselaer Purchase/Travel Card Charges

• Receipts for ALL credit card charges must be maintained and submitted to your department for approval and record retention.
• The personal portion of any expense must be listed in the column provided. No personal expenses will be reimbursed by Rensselaer.
• In order to be reimbursed for business meals you must list all attendees and the business topic discussed.

ATM Withdrawals

• Be aware that each withdrawal generates a $2.50 banking charge to Rensselaer. Withdrawals should be kept to a minimum. Plan your expenses and withdraw an appropriate amount.
• ATM/Teller activity is limited to a $500.00 once-per-day withdrawal.
• Cash advances will no longer be issued by Disbursement Operations unless the traveler has not yet obtained the card but has applied and is pending receipt of the card (exceptions may be made for one time travelers).

Cash Expended/Personal Credit Card Charges/Mileage

• Copies of receipts for expenses $25.00 or greater are required to be maintained.
• Record all reimbursable expenses.
• Record actual mileage from your normal place of business or home (whichever is the less) to the travel destination.

Reconciliation of Cash and Personal Expenses

• The reconciliation portion of the Travel and Entertainment Expense Report must be completed to determine if Rensselaer owes the traveler money.
• If the traveler owes Rensselaer money, please make a check payable to Rensselaer Polytechnic Institute, and forward it to the disbursement operations/travel coordinator with a copy of the front and back of a fully completed and approved Travel and Entertainment Expense Report.
• Provide the necessary accounting to charge or credit your account.

Standard Mileage Rate

This rate applies to all business use. The standard mileage rate is adjusted periodically by the IRS, but not more often than annually. Questions regarding the standard mileage rate should be directed to Pamela A. Rochminski.

See Current and Past mileage rates.

Related Form(s)

Travel and Entertainment Expense Report-Short Form (.xls Download)

Travel and Entertainment Expense Report-Long Form (.xls Download)

Travel and Entertainment Expense Report- Super Long Form (.xls Download)

Travel and Entertainment Policy and Procedures (PDF)

Travel and Entertainment Missing Receipts Affidavit Report (PDF)