• Related Documents:  Travel Card (T-Card) Procedure
  
• Approval Dates:  December 2006, November 2011
  
• Approved by:  Vice President, Administration and Finance
  
• Jurisdiction:  Vice President, Administration and Finance,  Financial Services
  
• Next Review Date: 3 years from last approved date (2014)

What:  

This policy describes who can obtain and use a Ryerson Travel Card, and when.

Applies to:

Full time faculty and staff

What You Need To Know: 

The Ryerson Travel Card is a corporate credit card which can be used by full time faculty & staff to purchase approved University-related travel, business meals and business entertainment-related goods and services. The monthly statement from the Travel Card will be issued to the cardholder. The cardholder is responsible for paying the monthly statement to the credit card company. The cardholder will be reimbursed for eligible travel and hospitality expenses incurred using the card for University business purposes ONLY if original receipts are provided and the claim is approved by one administrative level above the cardholder.

Tip: Use iExpense to obtain reimbursement for travel and travel-related expenses. Find out more at www.ryerson.ca/purchasing/card/tcard

Eligible Expenses:

Refer to the Business Meals/Entertainment Expenditures and Business Travel policies for a list of eligible expenses.

Obtaining a Travel Card:

The written authorization of the department head is required in order to obtain a Ryerson Travel Card.  The Travel Card is the property of Ryerson University, and cannot be transferred to, assigned to, or used by anyone other than the designated cardholder.

Approving Transactions: 

Per the Business Travel policy, all business travel expenses must be approved verbally or via email by at least one administrative level higher than the claimant, prior to the start of travel.  Travel funded by external agencies requires written approval in advance.  Refer to the Business Travel policy for detailed information about approvals.

IMPORTANT: It is the approver’s responsibility to ensure that reimbursement claims are for business-related expenses, and are supported by original receipts. 

External Funding Agencies:

When using funding from external agencies and where their written regulations are different from University regulations, the funding agency regulations take precedence.

Audit

All expenditures are subject to audit review.

Jurisdiction

This policy is under the jurisdiction of the Vice President, Administration and Finance.  Interpretation and administration is the responsibility of the Chief Financial Officer.

Policy Review

This policy is subject to review every three (3) years.