15.2.3 Comply with Unit Head TCard Responsibilities

Policy Statement

Units have the primary responsibility for managing how staff members use the Travel Card (TCard) and maintaining compliance with all record retention, state and federal laws, and University of Illinois System policies.

See TCard Services Offered by University Payables Card Services and TCard Roles and Responsibilities for information on consulting services available from the University Payables (UPAY) Card Services.

Reason for the Policy

Unit heads must understand their responsibilities for the management and compliance of staff members’ use of TCards in their unit.

Applicability of the Policy

Unit heads in units where staff members use TCards.

Procedure

Unit head TCard responsibilities:

• Provide budgetary and compliance oversight for the unit's TCard program.
• Implement unit TCard procedures that follow sound business practices.
• Establish internal controls to approve travel and business meals purchased using the TCard.
• Identify unit employees who will be issued TCards.
• Assign TCard roles within the unit.
• Review and reconcile monthly financial reports and statements.
• Oversee the Chrome River reconciliation and approval processes for TCard transactions.
• Seek reimbursement for any expenditures that are not allowable or exceed the allowable amount. Non-reimbursable charges placed on a TCard should be repaid to the system via a deposit to University Bursar, and payroll deduction may be initiated if deemed necessary.
• Consult and follow the procedures in Inappropriate TCard Use.

Additional Resources

Chrome River Resource Page

Inappropriate TCard Use

TCard Roles and Responsibilities

TCard Services Offered by University Payables Card Services

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