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Business and Financial Policies and Procedures

Prohibited T-Card Purchases

Administrative controls and/or legal requirements place limitations on the use of the Travel Card (T-Card). The following list is not all inclusive. Participants should contact UPAY Card Services and/or review policy to assist in determining if a purchase is allowable. Section 8, Payments and Reimbursements provides details about expenditures for business meals, receptions, and refreshments.

These items may not be purchased using a Travel Card (T-Card):

  • Additional fees/services over and above the most economical fare available at time of purchase (special seating for class of service flown, aisle, exit row, early/priority boarding, etc., or other circumstances that increase the base price).
  • Cash advances
  • Charter bus and charter air services
  • Coat check
  • Commuting expenses between an employee's residence and official headquarters
  • Gift certificates, gift cards, cash-equivalent prepaid cards
  • House accounts, that is, the extension of credit by a vendor, allowing payment of goods or services over a period of time, or on a summary invoice or bill
  • Late check-out
  • Living expenses at official headquarters
  • Locksmith services
  • Memberships
  • Moving expenses
  • Non-University of Illinois System related expenses
  • Parking tickets, pre-paid tolls, or other fines
  • Per Diem meal expenses
  • Personal automobile accident insurance and/or deductibles
  • Personal convenience - any transaction that includes charges incurred for personal convenience or personal leave, for example, airfare, lodging, car rental, etc.
  • Personal entertainment charges such as movies, spa/health clubs, sightseeing, tours, etc.
  • Personal purchases of any kind
  • Purchases from system employees, their spouses, parents, or children
  • Purchases from business concerns of which an employee (or an employee's spouse, parent(s) or children) is a sole or principal owner, major officer, or primary employee
  • Towing or fueling of a personal automobile that is being used for system business travel
  • Travel insurance (exceptions may be requested for foreign travel)


Additional Resources

Business Travel Guide
Chrome River Resource Page


Last Updated: March 10, 2023 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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