Procurement Services offers university-issued and university-paid credit cards, called Travel Cards (TCards), which are the preferred method for buying travel and travel-related services required to conduct university business. Travel expenses charged to the Stanford TCard will be paid directly by the university to JPMorgan Chase.
All expenses charged to TCards must be reported in Expense Requests.
Travel Card Types
There are two types of Travel Cards:
- Individual Travel Cards are issued to individuals who are active Stanford University employees who travel frequently on Stanford business.
- Department Travel Cards are issued to individuals assigned as the custodian/cardholder who are active Stanford University employees to pay for travel-related purchases for occasional travelers, students or non-employees.
Eligibility and Online Application
The TCard is intended for active Stanford University employees. Travel Card eligibility is based on a departmentally-determined business need, and is contingent upon:
- Completed online application, including:
- Approvals from the prospective cardholder's manager or department chair/dean and appropriate financial approver
- Identification and approval of a guarantee account number (PTA)
- Assignment of person responsible for verifying TCard transactions and originating expense reports
- Completion of required online training
To make changes to an existing TCard account, follow How to: Manage Stanford Purchasing Card (PCard)/Travel Card (TCard) Account Profile instructions.
Proper Travel Card Use
Cardholders may only use the Travel Card for university travel-related business transactions. Cardholders are responsible for ensuring that all charges comply with policy and are properly itemized, supported by a business purpose, approved and submitted via the Expense Requests expense reporting process.
The TCard may be used for incidental personal expenses that cannot be easily separated from a business charge. The cardholder is personally responsible for repaying Stanford University for any non-reimbursable TCard charges after completion of travel. For details on how to pay back Stanford for Travel Card personal purchases, refer to How to: Return Personal Expenses Charged to Travel Card.
Cardholders are expected to keep their TCards properly secured at all times. The only individual authorized to use the TCard is the person to whom the TCard is issued, whether it is a Department Card issued to a department or an individual card issued to a frequent traveler. Lending or sharing of TCards is not allowed.
Processing in a timely manner is important to ensure expenditures are correctly reported. Expense reports should be completed and submitted immediately upon completion of travel. If transactions are not expensed within 60 days of completion of travel, the expenses may be tax reportable to the traveler or cardholder.
Cardholders who do not comply with university policies and procedures may have their Stanford University cardholder privileges revoked. Misuse of the TCard may result in disciplinary action, up to and including termination of employment.
For more information, refer to Stanford Travel Card Policy.
Cardholders will be asked to set a Personal Identification Number (PIN) when they call to activate their chip card. They should follow the automated telephone prompts to ensure they have set their PIN before ending the call.
- Cardholders should call the number on the back of their card if they have trouble setting their PIN. The customer service representative will activate the card and transfer the cardholder to the automated system to set their PIN.
If the cardholder is unable to answer their security questions to validate their identity, they are advised to submit a Support Request to notify Stanford Card Management.
- If a PIN is forgotten or needs to be reset, cardholders can reset or confirm their PIN by calling the number on the back of the card and following the prompts. After resetting the PIN, the cardholder may need to enter their PIN multiple times in order for the chip readers to recognize their PIN.