University of Illinois System
Policies & Procedures
Business & Finance » Policies & Procedures » 15 Travel » 15.2.1 Request a TCard

15.2.1 Request a TCard

Policy Statement

The University of Illinois Travel Card (TCard) is a charge card University of Illinois System employees may use to purchase qualified travel expenses and business meals. Chrome River is the software product used to document, reconcile, and approve TCard transactions.

All TCard purchases must comply with system procurement, allowable expenditure and funding, payroll, and travel-related policies, as well as with state and federal law. Cardholders who misuse or fraudulently use the TCard are subject to investigation, disciplinary action, termination of employment, and may also be subject to criminal prosecution. The system can deduct any personal or unauthorized TCard charges from the cardholder's wages.

Undergraduate students may not be issued a TCard or be assigned a role in the TCard process.

Reason for the Policy

Employees requesting a TCard must understand how to make purchases in compliance with University of Illinois System policies and state and federal law, as well as the penalties for misuse or fraudulent use of the TCard.

Applicability of the Policy

All TCard requestors and holders.

Procedure

To request a TCard:

  • The applicant fills out a Travel Card Authorization/Agreement and Application form and submits the completed form to the Department Card Manager (DCM).
  • The DCM completes any missing information on the form and verifies/obtains required signatures.
  • The DCM emails the form to cco@uillinois.edu and retains the original in the unit.
  • The DCM generates an online application using the TCard Solution (TCS).
  • The applicant completes the Travel Card Training and passes the certification quiz.
  • UPAY Card Services verifies that all application processes and training requirements are complete and authorizes the issuance of the TCard by the issuing bank.
  • The bank sends the TCard to the university mailing address, which is also the billing address, provided on the application
  • The cardholder can activate the TCard by using the last four digits of his/her/their UIN once the card is received.

    • Forms Used in this Procedure

    Travel Card Authorization/Agreement and Application

    Additional Resources

    Chrome River Resource Page

    TCard Roles and Responsibilities

    Travel Card Training

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