Know about Travel Payment Methods & Registration Fees
When the P-Card is used to pay for common carrier transportation and conference fees, Mason will be billed directly in the same way as when the P-card is used to purchase supplies or other services for the office.
Purchasing Airline Tickets
When purchasing airline tickets with the P-Card, the cardholder (often the departmental representative) MUST purchase the tickets. The cardholder must retain the original ticket receipt as with other purchases. Any special approvals or authorizations must be maintained with the cardholder’s records, including the original Travel Authorization signed by the traveler’s first line supervisor and a fiscal officer with signature authority for the fund/organization being charged if the traveler or supervisor does not have signature authority for that fund/organization, all estimates, price comparisons and any additional approvals required.
Paying Registration Fees
Many organizations accept the P-Card to pay for conference registration fees.
Using the P-Card Online
The state’s Electronic Commerce Policy – Security Requirements imposes certain security requirements that must be met before using the P-Card over the Internet. The full P-Card policy is available at the DGS website.
Click here for more information on P–Card.
Travel Card >>
The university does not make travel advances. Full-time classified employees traveling two or more times per fiscal year are authorized to obtain a Travel Card. The Travel Card is an individual liability line of credit and the cardholder will be billed for all charges directly. The cardholder is responsible for paying the balance due on the Travel Card.
The Travel Card may be used to pay for all business travel expenses including:
- Airfare or Train tickets (including baggage fees)
- Rental car gas, parking and tolls
- Shuttle, taxi or other reasonable transportation expense
- Means and incidentals (reimbursable up to Per Diem rate)
- Registration/Conference fees
Travel expenses charged to the Travel Card will not be reimbursed until after the trip has taken place. The traveler/cardholder must attach required receipts to the Travel Reimbursement and receive the appropriate electronic approvals before receiving the reimbursement. Direct deposit for reimbursement is highly encouraged. Mason will note reimburse the cardholder for late fees, interest of other associated card charges.
Apply for Travel Card
To apply for the Travel card, please complete the Travel Card Application forms and submit to firstname.lastname@example.org or mail to Travel Office, 3G6, Attn: Regina Carter. The Travel Office will review the form and notify the requester once approved or denied. The Travel card will be mailed to the employee’s home address.
Personal Funds >>
The traveler must submit an original ticket receipt and evidence of payment with the travel voucher when a personal credit card is used. Please use this option carefully; traveler will only be reimbursed after his/her trip, regardless of how far in advance the airline tickets are purchased.
Paying Registration Fees
Travelers may be reimbursed for registration fees they pay using personal funds. State rules prohibit payments made more than 180 days prior to the event.
Payment Request Form >>