{"id":4664,"date":"2020-01-24T14:43:01","date_gmt":"2020-01-24T20:43:01","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=4664"},"modified":"2025-07-30T09:43:55","modified_gmt":"2025-07-30T14:43:55","slug":"payment-options","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/planning\/payment-options\/","title":{"rendered":"Payment Methods"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-4664\" class=\"cfct-build grid\">\n\t\t\t\t\t\t<div class=\"row\"><div class=\"col-md-3 cfct-block\"><\/div><div class=\"col-md-9 cfct-block\"><\/div><\/div><div class=\"row\"><div class=\"col-md-3 cfct-block\">\n\t\t\t<div class=\"cfct-module cfct-supplemental\">\n\t\t\t\t    <div class=\"cfct-mod-content\">\n<h3 class=\"cfct-mod-title\" id=\"title-cfct-module-42b364ab283cea3ad3a3fc054139d512\"\">Special Topics<\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-42b364ab283cea3ad3a3fc054139d512\">\n\n        <div class=\"menu-cfct-module-42b364ab283cea3ad3a3fc054139d512-container\"><ul id = \"menu-special-topics\" class = \"menu nav\"><li id=\"menu-item-8800\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8800\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/arriving-early-extending-your-stay-or-combining-business-and-personal-travel\/\">Combined Business and Personal Travel<\/a><\/li>\n<li id=\"menu-item-8799\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8799\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/conference-travel\/\">Conference Travel<\/a><\/li>\n<li id=\"menu-item-8805\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8805\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/international\/\">International Travel<\/a><\/li>\n<li id=\"menu-item-8807\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8807\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/personal-use-contracts\/\">Leisure Use Contracts<\/a><\/li>\n<li id=\"menu-item-19014\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19014\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/group-travel\/\">Group Travel<\/a><\/li>\n<li id=\"menu-item-19015\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19015\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/planning-individual-travel\/determining-the-appropriate-mode-of-transportation\/\">Determining the Appropriate Mode of Transportation<\/a><\/li>\n<li id=\"menu-item-8806\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8806\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/payment-options\/\">Paying for Travel<\/a><\/li>\n<li id=\"menu-item-10016\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-10016\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/sustainable-travel\/\">Sustainable Travel Practices<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div><\/div><div class=\"col-md-6 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><div class=\"notice alert alert-info\">Credit Cards are managed by UW Shared Services for all campuses, excluding Madison. For more information on University Credit Cards, visit <strong><a href=\"https:\/\/www.wisconsin.edu\/shared-services\/credit-card-products\/\" target=\"_blank\" rel=\"noopener\">Credit Card Products.<\/a><br \/>\nUW Madison Employees, please visit: <a href=\"https:\/\/businessservices.wisc.edu\/purchasing\/purchasing-card\/\">Business Services Purchasing Cards\u00a0<\/a><\/strong><\/div>\n<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h3>Approved Payment Cards<\/h3>\n<p>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\u00a0<a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/purchasing-card-compliance-policy\/purchasing-card-procedure\/\" target=\"_blank\" rel=\"noopener\">Purchasing Card Procedures.<\/a><\/p>\n<ul>\n<li><strong>Shared liability cards<\/strong>\n<ul>\n<li>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.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li><strong>Purchasing Card<\/strong>\n<ul>\n<li>For information on obtaining a <a style=\"background-color: #ffffff\" href=\"https:\/\/www.wisconsin.edu\/financial-administration\/special-topics\/purchasing-cards\/\">purchasing card<\/a>, and restrictions of use, contact your institution&#8217;s <a style=\"background-color: #ffffff\" href=\"https:\/\/www.wisconsin.edu\/financial-administration\/special-topics\/purchasing-cards\/purchasing-card-program-administrators\/\">purchasing card administrator<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li><strong>Personal Cards<\/strong>\n<ul>\n<li>Personal cards may be used for policy-compliant travel expenses.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Travel Cash Advances<\/h3>\n<p>The UW System has a contract with <a href=\"https:\/\/www.wisconsin.edu\/financial-administration\/us-bank-travel-card\/\" target=\"_blank\" rel=\"noopener noreferrer\">US Bank\u00a0<\/a>to provide no-fee travel cards for the purpose of reducing\u00a0or\u00a0eliminating 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.\u00a0 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.\u00a0 Need for travel cash advances versus card payment must be supported by explanation on the request.<\/p>\n<p><strong>Options for Cash Advance:<\/strong><\/p>\n<ol>\n<li>Shared Liability Card ATM withdrawal.<\/li>\n<li>Spend Authorization done within Workday Expense.<\/li>\n<\/ol>\n<p><strong>Cash Advance Procedures:<\/strong><\/p>\n<ul>\n<li>Only employees with active appointments are able to request a cash advance.<\/li>\n<li>Advances must be returned immediately if the trip is cancelled or accounted for on the expense report by the employee who received the advance\u00a0<strong><em>no later than 30 days following completion of the scheduled trip<\/em><\/strong>. Advances not accounted for within 30 days after completion of the trip must be deducted from the employee\u2019s next paycheck to avoid treatment of the advance as taxable income.<\/li>\n<li>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\u2019s Controller\u2019s Travel Office.<\/li>\n<li>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.<br \/>\nReimbursement 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.<\/li>\n<li>When a cash advance is provided in lieu of meal reimbursement, the amount given is limited to the amount provided in the\u00a0<a href=\"https:\/\/per-diem-calculator-a007.betty.app\/\">Lodging and Meal Per Diem Calculator.<\/a><\/li>\n<li>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.<\/li>\n<\/ul>\n<h3>Travel Funded from External Sources (i.e. grants)<\/h3>\n<p>For\u00a0<abbr class=\"glossarizer_replaced\" title=\"\" data-original-title=\"travel and related expenses incurred by a traveler in connection with the performance of his\/her duties; typically meal, lodging, mileage, transportation, and miscellaneous expenses.\">travel expenses<\/abbr>\u00a0funded 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.<\/p>\n<p>Travelers should book travel using UW System Travel policies <a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/travel-and-expense-general-travel-expense-policy\/#3.Scope\">regardless of funding source<\/a>.<\/p>\n<p>&nbsp;<\/p>\n<\/div>\n\t\t\t<\/div><\/div><div class=\"col-md-3 cfct-block\"><\/div><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":3346,"featured_media":0,"parent":3462,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4664","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/4664","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/users\/3346"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/comments?post=4664"}],"version-history":[{"count":8,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/4664\/revisions"}],"predecessor-version":[{"id":19356,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/4664\/revisions\/19356"}],"up":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3462"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=4664"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}