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Student Travel

  • Last Updated: 06/22/2016
  • Effective Date:

Policy Statement
The University of Georgia establishes policy related to p-card purchases for student travel to ensure compliance with applicable laws, rules, regulations and policies governing p-cards. Section 6.3 of the UGA P-Card Manual sets forth the policy for student travel p-card purchases.
Reason for policy
Board of Regents regulations require the University to comply with their policies related to p-card purchases for student travel.
Procedures

Student travel p-card purchases are allowable for students authorized to travel for participation in academic programs and sanctioned student events.  These types of purchases are subject to the same reconciliation process as described in the UGA P-Card Manual.  Besides the normal allowable purchases indicated in Section 6.0 of the UGA P-Card Manual, the following are also allowable as addressed in Section 6.3 of the UGA P-Card Manual:

  • Student food, lodging, and travel (Air fare charges are not allowable)
  • Entrance fees to educational venues
  • Operating Expenses and Supplies
  • Fuel for rental vehicles
  • Emergency situations

Note:  No employee travel expenses (food, lodging, transportation, etc.) are allowable on a p-card.       

Additional contacts

Jill Haag, Lynn Stephens 

Phone Number: 706-542-2361

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration 

Responsible University Administrator: Procurement Office

Policy Owner: Procurement 

Policy Contact: Jill Haag, Lynn Stephens 

Phone Number: 706-542-2361 

Responsibilities: The cardholder is required to ensure p-card purchases adhere to UGA policy and procedure. 

Responsibilities: The approving official is required to review p-card purchases for adherence to UGA policy and procedure.

Record Retention

Series documents administration of credit cards and P-Cards issued to institutional staff and units. Records may include: applications; master monthly billing statements; individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of charges and stores; use summaries; related correspondence.

Retention:  7 years, BOR 0472-03-013

FAQs

Question 1. I am a UGA employee, can I charge my travel, food or lodging to the p-card?

Answer 1.  No