15.2.5 Request a TCard Exception

Policy Statement

To obtain approval to use the Travel Card (TCard) for an expense that is normally prohibited by a policy or is above a cardholders' limit, a TCard Exception Request form must be submitted to University Payables (UPAY) Card Services. Only the Senior Director of UPAY and card administrator or delegate are authorized to approve exceptions to the TCard policy. Exceptions to University of Illinois System policies or procedures regarding TCard use may be approved when necessary to meet special circumstances or when in the best interest of the system and the State of Illinois. These exceptions are infrequent and apply to all funding sources. Any exception must be approved prior to using the TCard for the purchase. Exceptions are not granted after the fact. Failure to submit the TCard Exception Request form for processing prior to using the TCard for the expense can result in an audit finding/non-compliance. An exception is submitted and reviewed for an individual cardholder. If approved, only the named cardholder may use the TCard to make the purchase.

Submission of a TCard Exception Request form does not guarantee the expense will be approved for payment on the TCard.

Reason for the Policy

Obtaining approval to use the TCard for an expense normally prohibited by a policy or above a cardholders’ limit must be approved prior to using the TCard for the purchase.

Applicability of the Policy

Whenever approval for a TCard expense exception is sought.

Procedure

To request a TCard exception:

1. Plan ahead, as it may take up to 10 business days to process an exception request.
2. Complete a TCard Exception Request form and email it to UPAY Card Services for review at cco@uillinois.edu; information provided on the form must include the rationale and system business purpose for the exception.
3. UPAY Card Services will notify the requester of the approval or denial of the request.
4. If the request is approved, include a copy of the email notice of approval from UPAY Card Services in Chrome River with the receipt(s) for the transaction.

Forms Used in this Procedure

TCard Exception Request form

Additional Resources

Chrome River Resource Page

First Published: September 2012 | Last Updated: May 2024 | Last Reviewed: May 2024