Purchasing/T&E/Cash Advance Card questions: |
How do I get a T/E Card, Purchasing Card, or Cash Advance Card?
Complete the Card Application (don't forget to check the appropriate box or boxes indicating the type of card for which you are applying) and forward it to your speedchart administrator. Then print and sign the Cardholder Agreement Form and send it to Procurement. Finally, complete the online training (or attend a session).
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Who is eligible to receive a Travel & Entertainment (T&E) Card?
All UD employees are eligible.
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I already have a UD Purchasing Card, but now I need a Travel & Entertainment Card. Can my current card be used for travel or do I have to get a new one?
Your existing card can be adjusted to include travel. Please fill out a Purchasing/Travel & Entertainment Card Application Form, check the box marked "T&E Card only", and indicate that you already have a Purchasing Card. Forward this form to your speedchart administrator who will in turn forward it to Procurement once he or she has approved it.
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Can I get a Cash Advance Card if I already have a Purchasing Card?
Yes!
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Can the Cash Advance Card be used for cash?
Yes. On the card application, there's a place to indicate what percentage of the total amount will be taken as cash. This is for out-of-pocket expenses that can not be paid by credit card, e.g. tolls, housekeeping tips, etc.
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I completed the travel card training and registered with Egencia, but I have not received my T&E card. What did I do wrong?
Don't forget that you must also complete a Card Application and a Cardholder Agreement Form. Check with your speedchart administrator to make sure that he/she approved your application and forwarded it to Procurement.
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How long will it take to get my Pcard/T&E Card?
In general, you should allow one week for processing and receipt of the card. If you already have a Pcard to which you are adding T&E functionality, please allow two days for processing.
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I applied for a Purchasing/T&E/Cash Advance Card. Will it be mailed to me?
You will need to come by Procurement Services to pick up your card. We are located in the General Services Building at 222 South Chapel Street in Newark. Hours of operation are Monday through Friday from 8:30 a.m. – 5:00 p.m.
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I have attempted to register for one of the travel card training sessions, but all of them appear to be full. What do I do now?
Training is now available online via the Procurement Services web site. Please don't forget to fill out the form at the bottom of the page and submit to Procurement by clicking on the 'Mail' button.
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Who is eligible to receive a cash advance card?
All UD employees are eligible, as are graduate students under contract. However, cash advance cards are intended for the 'infrequent' traveler. An individual who travels often as part of his or her job here at UD should apply for a T&E Card.
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Egencia questions: |
Can I use a cash advance card to purchase a ticket via Egencia?
Yes! (You must first register with Egencia and build your profile.)
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Does Egencia abide by the Fly American Act?
Yes!
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Is it true that UD employees can use Egencia for personal travel as well?
Yes. Both UD employees and their immediate families (spouses, children) are eligible for the special pricing on the Egencia website. For more information, please see the EGENCIA How-to Instructions for Personal Travel.
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I have signed on to Egencia and have created my profile. I am now planning a trip on which my spouse and child will be accompanying me. How do I go about booking their travel in addition to my own?
To book travel for immediate family members (spouse, children), you, the UD employee, must be registered on Egencia and must have created a profile for yourself. This profile must list you as an "arranger." Using the link from your 'Welcome to Egencia' email, you can then register for each of your family members and create individual profiles for them. Within each of the profiles, designate yourself as the travel arranger. Once you have created a profile for each of your family members, sign back on to your own Egencia account. You will see your family members' names below yours underneath the navigation buttons. You will also see the green 'SELECT TRAVELERS' button. Clicking on it will produce a list of individuals for whom you can purchase tickets. For more detailed instructions, we recommend you watch the Egencia training videos (see Egencia website on the Travel Center tab) or review the EGENCIA How-to Instructions for Personal Travel.
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Can I give the Egencia link to one of my colleagues at another institution so that they can get the discount, too?
No. Only UD employees and their immediate family members are eligible to receive the discount.
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How do I get a copy of the Egencia Quick Guide for Travelers?
All training documents are available on the Procurement website. If necessary, you can print additional copies, though we encourage everyone to conserve paper by viewing the documents online.
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How do I get an Egencia User account?
You must complete the online Travel Program training. To do this, please view the training modules, then complete and submit the certification statement. You will then receive a "Welcome – Create Your Egencia User Account" email. Do not delete this email. Use the embedded link in the email to sign on and build your profile. Welcome emails are sent within five business days of training session attendance or submission of the online certification form.
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I completed the online training, but I never received the Welcome email from Egencia. What should I do?
Please navigate to the webpage containing the links to the two training videos. Complete the certification form and click the 'Mail' button to submit it. (If you already completed this step but did not receive the email, it is likely that something happened with your submission.) Once you have submitted the form, you will receive the "Welcome – Create Your Egencia User Account" email within five business days. If your travel plans require a quicker turnaround, please email Beth Kuhn at bkuhn@udel.edu after submitting the form.
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What is a "Guest Account" and how do I know if I need one?
Guest accounts are used to book travel for guests of the University (i.e. not to book travel for UD employees themselves) when UD is paying the travel expenses. Departments who recruit on behalf of the University would use guest accounts as would those booking travel for guest speakers and/or lecturers. These 'guests of the University' are not eligible for Egencia accounts through UD; therefore, guest accounts are necessary in order to arrange travel for these individuals.
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Policy questions: |
May I still use my personal credit card and personal funds for my work-related travel expenses?
After July 1, 2009, you will be required to use your UD T&E card for work-related travel expenses.
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Are cash advances going away?
Yes and no. The current Business Expense Request (BER) - Advance webform is being replaced by the Cash Advance Card. The Cash Advance Card is a credit card; however, as the name implies, it can also be used to withdraw cash.
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Will any of the travel policies be changing?
We are currently reviewing/updating the travel policies. Revisions will most likely be announced on the Procurement website and possibly on UDaily as well. You can also visit the Policies & Procedures webpage and note the latest revision date of the policy in question.
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What happens if my card is declined and therefore I am forced to use my personal credit card and/or funds? Can I be reimbursed for this?
Under these circumstances, yes. Should this happen to you, please use the BER webform to generate a reimbursement. Please note that reimbursements will eventually be done within the WORKS system.
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What happens if I charge something on the UD Card that is not allowable?
You would then reimburse the University by check. Please see UD Policy 5-22 for more information.
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What if I can't get an itemized receipt?
Most restaurants will give itemized receipts even after the fact. If you forget to take yours with you or if you lose the receipt, try calling the restaurant and asking them to fax you a copy.
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Suppose I am at a business lunch with five other people. We've asked for separate checks but the restaurant cannot give us separate itemized receipts. What do I do?
In that case, just ask for a duplicate check and circle what was yours.
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Is there a Per Diem or allotted amount?
No. You are required to have a receipt for all charges over $10.00.
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How do I purchase Amtrak tickets?
You can purchase Amtrak rail tickets via their web site at www.amtrak.com or by calling their Reservation Center at 1-800- USA-RAIL. The tickets can be charged to your UD T&E VISA Card.
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What is happening to Payment to Individual?
Nothing! The Payment to Individual Webform will remain the same.
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WORKS questions: |
How do I get into WORKS?
An email with login information will be sent to you once you complete the online training or attend a training session. The email will have "Welcome to WORKS" in the subject line. Do not delete this email.
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Do I have to sign off on my charges in WORKS or can someone else do it?
Each card holder must sign off on his or her own charges.
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Does the allocation process take place within WORKS?
Not yet. For now, allocation is still done using the UD system.
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What's the difference between Egencia and WORKS?
Egencia is a full-service travel agency. WORKS is the system used to sign off on your Purchasing/T&E Card changes.
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