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 text of the policy is available at the DGS website.
Click here for more information on P–Card.
Travel Credit Card >>
The university does not make travel advances. Instead, individuals traveling two or more times per year are authorized to obtain a Travel Charge Card. Cardholders are responsible for payment of monthly statements.
The traveler must submit an original ticket receipt and evidence of payment with the travel voucher when the Travel Charge Card is used. Note that each cardholder is responsible for payment of charges made on this card.
Travel expenses charged to the Travel Charge Card will not be reimbursed until after the trip has taken place.
Apply for Travel Credit Card
To apply for the card, email Penny Smith with a copy to your supervisor with the request. Penny will set up the account and forward the Employee Agreement.
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 >>