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How To Request A Travel Card (T-Card)

The Department Head identifies employees who will be issued a T-Card. The T-Card application process requires the completion of all the tasks listed below in order for an applicant to receive a card.  Additionally, an applicant must have an active profile in the Travel and Expense Management (TEM) system.  An incomplete application submitted to UPAY Card Services is retained for a minimum of 30 days before it is deleted.

1. Complete a University of Illinois T-Card Authorization/Agreement and Application and Information Form

The T-Card Authorization/Agreement and Application Information form must be completed as instructed on the form and signed by the applicant and the Department Head. The form must be submitted to the Department Card Manager (DCM) for processing and retention.

2. Applicant Training

In keeping with industry best practices and an ongoing initiative to maintain high T-Card program compliance, the University of Illinois requires T-Card training for all employees requesting a T-Card. The applicant must complete the Web-based T-Card Training and pass the certification quiz as part of the card issuance process.

3. DCM Generates T-Card Application

Using the T-Card Solution (TCS) software, the DCM generates the electronic T-Card application.  Only the DCM or authorized Delegate is able to create and submit a new card request in TCS.  Using TCS to request a card is a verification process to ensure card applications are for active University employees.

The job aid Department Card Manager: Request a T-Card contains instructions to create and submit the application in TCS. Contact UPAY Card Services if unable to generate a card request in the system.

 

    4. Submit T-Card Authorization/Agreement and Application Information Form to UPAY Card Services

    The DCM must retain the original, signed T-Card Authorization/Agreement and Application Information form while the employee has an active T-Card and up to three years after it has been cancelled. The completed form must be emailed to the UPAY Card Services at cco@uillinois.edu.

    5. UPAY Card Services Processes the Request

    UPAY Card Services receives the email and electronic T-Card applications and confirms the training requirement is complete. Applications are submitted to the Bank and the T-Card is mailed directly to the applicant at the university address provided on the Application Information Form.

     

    Last Updated: May 16, 2017

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