Stanford Travel Cards (TCard)

All individuals involved in incurring, processing, or approving university TCard expenses are responsible for good stewardship of university funds and must follow university policies, in addition to roles and responsibilities outlined in Administrative Guide Memo 5.4.3: Travel Cards.

Application process

The TCard is available to active Stanford University employees. Travel Card eligibility is based on a departmentally-determined business need, and is contingent upon:

1. Completion of online application
   Apply for an individual or department TCard by completing and submitting the Stanford Credit Card Application Form with:
   • A guarantee account number (PTA), an unrestricted, non-sponsored account, to be charged if transactions are not verified within 60 days as described in Clearing of Aging Transactions.
   • The name of the individual (other than an authorized financial approver) for verifying TCard transactions in a timely manner. The verifier can be the cardholder or other department staff.
2. Completion of required training:
   • Cardholder:
     • FIN-0400: Traveling for Stanford University
   • Verifier/Expense Report preparer:
     • FIN-0102: Using Stanford's Chart of Accounts
     • FIN-0400: Traveling for Stanford University
     • FIN-0500: Introduction to Expense Requests
     • FIN-0402: Expense Reports with Travel Card Transactions
3. Obtaining required approvals: The application automatically routes for approval to:
   • Applicant’s manager, department chair, or dean
   • The department’s designated financial approver(s) for the guarantee account (PTA) provided

After approvals, the application is sent to the Card Services team for processing.

Card delivery

Cards are mailed directly to the cardholder's Stanford business address within 10-14 business days after approvals and training. To ensure delivery to the correct address, cardholders should use the Credit Card Profiles Change Request tool to verify or update their business address. Complete details (building or suite numbers, etc.) must be included. Employees may request a one-time card delivery to an alternate address (not a P.O. Box) through the Credit Card Profiles Change Request tool. The cardholder should sign the back of the card upon receipt. 

Card activation

Upon receipt of new or renewed cards, cardholders must activate it online or by calling JPM:

• Online: Visit ccportal.jpmorgan.com and enter required information to complete activation.
• By phone: Call the telephone number on the back of the card and provide:
  • Access code, which is the last four digits of cardholder’s/custodian’s employee ID (located on physical or digital Stanford ID, the Stanford Mobile app, or in Axess).
  • Cardholder’s/custodian’s date of birth

Enroll in J. P. Morgan Chase (JPM) Fraud Alerts

JPM offers fraud alerts for the Stanford TCard via SMS text message. Cardholders can opt to receive notifications of suspected or attempted activity to quickly confirm transactions. 

How to enroll

To enroll, visit ccportal.jpmorgan.com and follow these steps:

1. Enter the commercial card account number and billing zip code.
2. Add alert preferences and device(s) (mobile text alerts are preferred).
3. Enter contact information.
4. Confirm enrollment. For mobile text alerts,  the cardholder will reply “AGREE” to confirm. 

For questions about the cardholder alerts, please call 1-800-316-6056 or the number on the back of the card.

General best practices to prevent fraud

• Immediately report fraudulent charges or a Lost or Stolen Card
• Safeguard the card: The department’s TCard custodian is responsible for ensuring controls are in place, securing physical access to the card and logging card usage.
• Submit and approve transactions in a timely manner.
• Monitor card activity regularly with the Expense Requests and SU Card Activity (ERR) OBI Dashboard to learn which cards belong to your department, who they are assigned to, and which transactions are outstanding.
• Respond to changes in staff status as described in the card changes section.

All card transactions should be properly expensed/cleared before the employee’s status changes.

Tips to prevent credit card fraud 

• Use separate email accounts for work and personal use.
• Use a unique password for each account.
• Use strong passwords and update them every two months.
• Protect your tech devices by using updated anti-virus software, operating systems and web browsers.
• Limit internet usage at work to core business-related sites.
• Carefully review URLs associated with a link, which may misdirect to a fake website.
• Avoid using unsecured public networks.
• Never click on a document or link that comes from an unknown source.
• Never share personal information about your job or travel plans via social media.
• Never disclose confidential information (such as credit card account number, CVV code, login or passwords) in a format that can be shared via email, text, messaging service or written document.

Requesting changes to TCard accounts

The Credit Card Profiles Change Request tool is used to manage Purchasing Card (TCard) account profiles. Current card profile information can be viewed by the current cardholder/custodian, verifier, cardholder/custodian’s manager or the financial approver who originally approved the card application.

Use the tool to request changes to:

• Cardholder or custodian (department PCard only within same department)
• Verifier
• Business Address
• Alternate Address (One-Time Card Delivery Address)
• PCard Per-Transaction Limit (to lower permanently)
• Guarantee PTAE
• Monthly Limit
• Temporary Monthly Limit
• Exception Request Categories
• Card status - close, suspend or active

Card expiration and renewal

The TCard is valid for three years from the date of issue. The expiration date is printed on the card. The TCard is automatically renewed on the last day of the expiration month, unless there is improper use, charges are not verified promptly, or there is no activity for 18 months.

JPM sends the renewed TCard no later than the first week of the expiration month via USPS standard mail. The card is sent to the cardholder's Stanford business address on file with JPM. If an employee’s renewed TCard is not received, submit a support request.

The TCard is valid for three years from the issue date. The expiration date is printed on the card. TCards are automatically renewed on the last day of the expiration month unless there is improper use, delayed charge verification, or no activity for 18 months. 

JPM mails renewed TCards by the first week of the expiration month to the cardholder's Stanford business address on file. Employees may request a one-time delivery to an alternate address (not a P.O. Box) through the Credit Card Profiles Change Request tool if submitted two months before expiration date. Cardholders should submit a support request if a renewed TCard is not received. 

Card suspension and cancellation

The TCard should only be used if the cardholder is active on payroll and in the intended role for which the card was issued.

If the verifier, cardholder, custodian, or approver is on extended leave, changes roles, or no longer needs the card, the department must:

• Reassign outstanding transactions to a new verifier.
• Assign any unapproved transactions to a new approver.
• Cancel any recurring charges tied to the card.
• Suspend or cancel the card via the Credit Card Profiles Change Request tool.  

Stanford may cancel or suspend the TCard due to:

• An investigation into improper or fraudulent use.
• Transactions that are force cleared by FMS in two different quarters within a rolling 12-month period.

Reactivating suspended cards

A suspended TCard can be reactivated when:

• The cardholder, manager, or financial approver submits a reactivation request through the Credit Card Profiles Change Request tool after the employee returns from extended leave.
• The Card Services team confirms the cardholder’s eligibility to continue using the TCard.
• For cards suspended due to force cleared transactions, after the 60-day suspension, the cardholder must clear any outstanding transactions, request reactivation through the Credit Card Profiles Change Request tool, and attach a new reactivation attestation form.

TCard purchases must benefit the university, be reasonable and necessary, and comply with all relevant university policies, tax requirements, and sponsor or donor expenditure restrictions. All purchases must comply with applicable purchasing policies and guidelines, and Administrative Guide Policy: 5.4.3 Travel Cards. Cardholders who are allocating expenses to a sponsored project account must be in compliance with their respective sponsoring agency’s policies. For questions regarding sponsored funds, refer to DoResearch: Charging for Administrative and Technical Expenses.

Spending limits 

• Monthly spending limits:
  • Set by the department during the card application process, these monthly spending limits are approved by the financial approver for the associated account(s) (PTAs) and by the Card Services team.
  • Monthly spending limits can be reviewed and adjusted via the Credit Card Profiles Change Request tool or a support request to the Card Services team.

Exceptions to these guidelines require Vice Provost/Dean’s office approval.

Managing declined transactions

Common reasons for declined transactions include invalid account information (address, number, expiration, CVV) or exceeding the spending limit. For unclear declines, the cardholder/custodian should contact JPM customer service, using the number on the back of the card.

Permissible and non-permissible purchases

The following list provides examples of permissible and non-permissible TCard purchases. Refer to more information on preferred purchasing methods. Consult the Card Services team for questions on specific purchases that are not listed below:

Permissible purchases

• Ground transportation, including rental car, air, rail, bus, taxi, and shuttle.
• Airfare, including airline tickets and ancillary fees.
• Travel meals, which are ordinary meals that occur while traveling for Stanford business.
• Business meals, which may occur while traveling and are intended to conduct university business.
• Hotel and lodging reservations, deposits or guarantees, and incidentals such as phone calls, faxes, hotel parking, and internet connectivity.
• Registration fees when conference or registration fees include travel expenses such as hotel or airfare.
• Event venue deposits (when a contract is not involved), such as hotels or conference centers, are permissible on the TCard when the event location requires substantial travel, such as attendees needing to stay overnight. Otherwise, for closer event venues, use the PCard.

Non-permissible purchases

Certain purchases are restricted because university policy offers a more efficient and cost-effective purchasing methods.

• The TCard cannot be used if the purchase requires routing through the procurement contracts process.
• Expenses that are not related to travel. For example, local business meals and local or virtual conference registration (where no travel is involved) should be charged to a PCard or be processed as a reimbursement.
• Lodging or meal expenses when the traveler will request per diem reimbursement for those costs.

Consult the Business and Travel Expenses for:

• A list of non-permissible expenses that may not be purchased or reimbursed unless specifically noted.
• Details on which travel expenses are recommended for purchase with the TCard depending on the selected reimbursement method.

Avoiding accidental personal charges on a TCard

Follow these best practices to help avoid accidental personal charges on a TCard:

• A TCard number should not be saved as a default or payment method; except with a Stanford Travel booking option or optional service.
• Never save your TCard information on an app on your phone.
• Do not keep your TCard in your wallet with your personal credit cards.
• Keep the card secure. Lending or sharing of an individual TCard is not allowed.
• Never send a TCard account number via text, email, messaging, etc.

If a cardholder accidentally adds personal expenses to a TCard, they must reimburse Stanford for these expenses promptly.

All TCard transactions must be verified and approved in the Expense Requests system as soon as possible, ideally within 10 days, but no later than 60 days after the charge is posted.

Who can verify a TCard transaction

• Cardholders: Cardholders can verify their own transactions, but must route them to an authorized approver who does not report to them and is not the transaction’s beneficiary.
• Verifiers: Whether cardholder or another designated individual, verifiers must document and record TCard transactions accurately.

Importance of timely verification

Failure to complete verification and approvals within 60 days may result in:

• Expenditures being reported as taxable income to the card custodian or cardholder.
• The transaction is force cleared by Stanford Financial Management Services to the guarantee PTA. Departments must reassign these charges using the iJournals system.
• Card suspension (see individual card suspension process for repeated force clearings below

Disputing TCard charges

The most common reason to dispute a transaction is suspected merchant error. Immediately contact the merchant directly to see if they can resolve the dispute and issue a credit if appropriate.

Since many merchants use centralized clearing houses for credit card processing, the name and location of the merchant on the statement may not initially be recognized by the cardholder. Before disputing any charges, the cardholder should check expenditure records carefully to make certain that the charge is indeed an error.

If unresolved with the merchant, only the cardholder can dispute the charge with JPM within 45 days of posting. Please note: The department is responsible for any charges that are not resolved with JPM within 60 days.

Avoiding card suspension for force clearing

Departments can monitor aging transactions to ensure timely clearing with the following resources:

• Topic Overview: Managing Aging and Outstanding Expense Transactions describes tools and reports within Oracle Financials, including role-specific guidance for finding aging transactions.
• OBI Credit Card Transactions Report to find and take action on forced cleared PCard or TCard transactions.

Individual card suspension process for repeated force clearings

Individual PCards or TCards will be suspended if FMS force clears transactions in any two (2) quarters within twelve (12) months as follows:

Record keeping for audits after force clearing

When transactions are force cleared, departments will lose the ability to assign a business purpose and attach receipts in the Expense Requests system. Therefore, it is essential for departments to store receipts or explanations locally and ensure they are readily available for audits.

For additional guidance on managing aging TCard transactions, visit Managing Aging and Outstanding Expense Transactions.

If a fraudulent charge is identified, or a card is lost or stolen, the cardholder or custodian must:

1. Immediately contact JPM to cancel and reissue the card.
   1. Provide the cardholder/custodian's name, date of birth, and the last four digits of employee (University) ID (not the cardholder’s Social Security Number). The employee ID is located on the physical or digital Stanford ID, the Stanford Mobile app, or in Axess.
2. Check recent card activity for any past potentially fraudulent charges.
   1. If the cardholder detects fraud, resolve the fraudulent charge directly with the JPM within 60 days of the date the transaction was posted.
   2. If JPM detects fraud, they will contact the cardholder/custodian by email or phone call to verify the charge.
3. Notify the Card Services team by submitting a support request.

Please note: The department is responsible for any charges that are not resolved with JPM within 60 days.

Although not encouraged, proxy access may be requested by working with JPM.

Using a Stanford Travel Card (TCard) for purposes not allowed by university policies is considered misuse, while intentionally using the card for personal or financial gain is considered fraud. Both misuse and fraud are monitored, audited, and investigated by Card Services and the university.

Consequences for misuse or fraud may include:

• Suspension or cancellation of the TCard (and Purchasing Card, if applicable)
• Disciplinary action up to and including termination of employment or other relationships with the university
• Any other actions identified through a university investigation

Reporting and investigation process

As described in Administrative Guide Memo 3.5.1: Financial Irregularities, any suspected financial irregularities must be reported immediately by departments to the Office of the Chief Risk Officer. Individuals may report suspected incidents (anonymously if preferred) through the Ethics and Compliance Helpline. The Chief Risk Officer will lead the investigation, in consultation with the Office of the General Counsel if needed. Investigation findings can result in card suspension or cancellation, disciplinary action (up to termination), and further actions as determined by the university.