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Business and Financial Policies and Procedures

Request a T-Card Exception

Before You Begin

To obtain approval to use the Travel Card (T-Card) for an expense that is normally prohibited by a policy or is above a Cardholders' limit, a T-Card Exception Request Form may be submitted to UPAY Card Services. Only the Senior Director of University Payables (UPAY) and Card Administrator or Delegate are authorized to approve exceptions to the T-Card policy. Exceptions to University policies or procedures regarding T-Card use may be approved when necessary to meet special circumstances or when in the best interest of the University and the State of Illinois. These exceptions are infrequent and apply to all funding sources. Any exception must be approved prior to using the T-Card for the purchase. Exceptions are not granted after the fact. Failure to submit the T-Card Exception Request for processing prior to using the T-Card for the expense can result in an audit finding/non-compliance. An exception is submitted and reviewed for an individual Cardholder. If approved, only the named Cardholder may use the T-Card to make the purchase.

Submission of a T-Card Exception Request form does not guarantee the expense will be approved for payment on the T-Card.

Begin

To request a T-Card exception:

  1. Plan ahead, as it may take up to 10 business days to process an exception request.
  2. Complete a T-Card Exception Request form and email it to University Payables (UPAY) Card Services for Review; information provided on the form must include the rationale and University business purpose for the exception.
  3. UPAY Card Services will notify the requester of the approval or denial of the request.
  4. If the request is approved, include a copy of the email notice of approval into the Travel Expense Management System (TEM) with the receipt(s) for the transaction.

Forms Used in this Procedure

T-Card Exception Request

Additional Resources

TEM Resource Page

Last Updated: May 20, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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