Payment Methods

Special Topics

Approved Payment Cards

The approved methods of payment are Personal Credit Cards, Shared Liability Cards and University Purchasing Cards. Note: University Purchasing Cards cannot be used for individual meals. Cardholders are responsible for following purchasing card rules as outlined in Purchasing Card Procedures.

  • Shared liability cards
    • Formally known as Travel Card, or Corporate Card. The credit card statement is sent directly to the traveler and it is the responsibility of the cardholder to ensure on-time payment.
  • Personal Cards
    • Personal cards may be used for policy-compliant travel expenses.

Travel Cash Advances

The UW System has a contract with US Bank to provide no-fee travel cards for the purpose of reducing or eliminating the need for travel cash advances and employee out-of-pocket spending. All UW employees who travel on UW business at least once per calendar year should apply for a travel card to be used to pay for the majority of their University sponsored travel expenses.  Since the bulk of travel-related expenses may be charged to a UW purchasing card or placed on an employee-issued travel card, employees should refrain from requesting a travel advance unless absolutely necessary.  Need for travel cash advances versus card payment must be supported by explanation on the request.

Options for Cash Advance:

  1. Shared Liability Card ATM withdrawal.
  2. Spend Authorization done within Workday Expense.

For the limited cases where a travel cash advance is necessary:

  • Only employees with active appointments are added
  • Advances must be returned immediately if the trip is cancelled or accounted for on the expense report by the employee who received the advance no later than 30 days following completion of the scheduled trip. Advances not accounted for within 30 days after completion of the trip must be deducted from the employee’s next paycheck to avoid treatment of the advance as taxable income.
  • The amount due the traveler will be reduced by any travel cash advance received and a reimbursement will be issued for the net amount due. In cases where the advance exceeded the claimed reimbursement expenditures, a check payable to the UW institution must be submitted to the institution’s Controller’s/Travel Office.
  • Group travel cash advances may be issued for student group travel for activities such as forensics, outreach, athletics, music and drama as a single-trip advance. Advances for group travel may equal 100% of the estimated travel cost for the entire length of the trip, but must be accounted for in the same manner and with the same due dates as regular travel cash advance.
    Reimbursement claims for cash allowances provided by employees to students or others must be supported by a receipt statement signed by the recipient that states the amount received and which expenses are covered by the allowance.
  • When a cash advance is provided in lieu of meal reimbursement, the amount given is limited to the amount provided in the Lodging and Meal Per Diem Calculator.
  • Institutions should have adequate controls in place to ensure that these funds are obtained only for official business purposes and that they are recovered and accounted for before the employee terminates UW employment.

Travel Funded from External Sources (i.e. grants)

For travel expenses funded by sponsored programs (e.g. grants or contracts), the terms of the applicable grant or contract will take precedence if more restrictive than University travel policies.

Travelers should book travel using UW System Travel policies regardless of funding source.