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PCards no longer used for travel expenses as of July 29

Jul. 5, 2013, 1:03 PM


Updated on July 26, 2013

Vanderbilt’s payment card program is changing, and the most immediate adjustment is that as of July 29, PCards will no longer be used to support payment of travel expenses such as airfare, hotel rooms or rental cars.

Beginning July 30, as part of the new travel process, airfare for faculty and staff traveling on business will be direct-billed to Vanderbilt through the new travel system, powered by Concur. The Concur tool provides faculty and staff with a one-stop shop to book travel arrangements and submit expense reports. It also offers a quick turnaround on these expense reports, with reimbursements being direct-deposited into employee bank accounts in about three to five business days.

“We have been piloting the new system, and both the travel booking and expense reimbursement processes are working well,” said Jeremy Williams, head of the new Travel and Payment Cards team. “We’re confident in the new program and excited to be offering these improved services to the VU travel community.”

Beginning July 30, hotel stays and rental cars for business travel should be booked with a personal credit card through the Concur tool, which will be available on the secure Vanderbilt Travel website. The new travel system’s fast expense reimbursement turnaround ensures that faculty and staff can receive their reimbursements well before their credit card’s payment due date.

Faculty and staff who do not have a personal credit card or whose card does not have a high enough limit for their expected travel expenses may apply for a Travel & Entertainment card. Guest travel coordinators may also apply for the card. The application is on the Travel and Payment Cards website and may be submitted after your Concur profile is completed.

PCards will still be used for departmental items and services not available through the eProcurement system. To learn more, visit the Travel and Payment Cards website.

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