Bus or Rail

University employees must seek the lowest available fare that meets the needs of the University and the convenience of the traveler when making commercial bus or rail travel arrangements.

Purchase Bus or Rail Tickets with P-Card

The preferred method for purchasing bus or rail tickets is with the P-Card. Units have a designated P-Card holder(s) in their department whose P-Cards are authorized for transportation purchases. Contact the designated P-Card holder in your unit to arrange transportation purchases. The traveler is still responsible for retaining ticket stubs or itineraries that are required to process the travel voucher or to reconcile the P-Card transportation purchase.

If the unit does not use the ticket for official University business travel, the ticket must be returned to the issuing agency (or other provider) for a credit or refund, less any cancellation or transfer fees.

Purchase of Tickets with Personal Funds

P-Card is the preferred method of purchasing tickets for bus or rail transportation. However, employees may purchase tickets for approved University travel using their own personal funds.  If this method is used, employees are reimbursed for the ticket purchase on the travel voucher submitted at the completion of the trip. Appropriate receipts and approvals are required. See Policy Section 15.1, Travel Regulations, "Travel Reimbursement Process" for more information.

Internal Control of Tickets Purchased with P-Card or Other Means

The department is responsible for ensuring that any bus or rail tickets purchased in advance with University funds, via the P-Card or other means, are utilized for appropriate University business travel. The department is also responsible for documenting such use in the departmental files.

Last Updated: December 1, 2009