Travel Card

Cardholder

• Keep the Travel Card and card number secure.
• Comply with the CSU Payment Card Policy.
• Reconcile monthly expenses with matching receipts and submit them for approval in Concur
• Immediately report lost/stolen cards and questionable/fraudulent charges to the credit card company, the Travel Card Program Coordinator and your supervisor.
• Return the card to the Travel Card Program Coordinator before leaving the university or when there is no longer a need for the card.

Approving Officials

• Review charges for appropriateness and prior approval of expenses.
• Be familiar with the SJSU Travel with Concur Checklist 2026.
• Know the policy/ramification for paying for restricted purchases.
• Agree to uphold the expectations of the Travel Card program policy and procedures.

1. Make sure that you meet the following criteria:
   • Takes 5 or more trips each year
   • Organizes team travel for students; or
   • Frequently books travel for non-employees.
2. Before applying for a Travel Card, you will need to complete two required training courses:
   • CSU Payment Card Training Course
   • FIN101 Introduction to Finance training
3. You can request a Travel Card by following these steps:
   • Log into Concur.
   • Click on "Create Request."
   • Select Request Type: "Credit Card Service Request."
   • Select Type of Card: "Travel Card."
   • Complete the form.
   • Add Expense
   • Select Request Type: "01. New Card."
   • Include the following in the Comments section
     • legal name
     • date of birth
     • department name
   • Submit the request.
4. The Travel Card Program Coordinator will receive a copy of the application and follow up with the requester.

Once you have been issued a card, you will need to maintain your account information.  Please notify us about:

• Name change
• Need to Increase/decrease credit limit
• Transferring departments

To make changes to your Travel Card account, submit a Credit Card Service Request in Concur.

The Travel Card Program Coordinator automatically receives a copy of the request once it's completed.

• All cardholders must complete the Introduction to Finance [FIN101] course prior to applying for a Travel Card. Enroll in a training session.
• After completing the FIN101 course, you must apply for a Travel Card.  Instructions are provided above.
• Once the card arrives, the Travel Card Coordinator will schedule a Travel Card overview session
• Cardholders receive their Travel Card at the end of the meeting.
• The Travel Card/ProCard Reconciliation Workshop is recommended prior to the cardholder’s first reconciliation. Sessions are held once a month.

• Conference Fees
• Registration Fees
• Airfare
• Car Rentals
• Lodging
• Toll Fees
• Parking/Taxi/Shuttle

• Cash Advances
• Gasoline
• Meals
• Payments to another California State University
• Memberships [unless billed together with registration]
• Any expense not related to University business 

• Make purchases in person, or via telephone, internet, or mail.
• A detailed receipt is required for every purchase. The receipt must show what you bought, the cost of each item, taxes, and the total amount paid.
• Auxiliary organization funds are not an allowable funding source, unless a purchase is split funded with an auxiliary fund.

There is no longer a monthly reconciliation process for the Travel Card.

If you paid for your own travel expenses, add your Travel Card charges to your Travel Expense Report after your trip. Then submit the report for approval.

If you paid for a non-employee’s travel expenses, add those Travel Card charges to the appropriate Non-Employee Expense Report after the trip. Then submit the report for approval.

Cardholders cannot:

• Loan out their Travel Card to other employees or non-employees.
• Pay for travel expenses before a Travel Authorization has been fully approved by the sponsoring department.
• Purchase anything that requires a contract or agreement.