SLAC Travel Card Program
The SLAC Travel Card (T-Card) is a JPMorgan Chase (JPMC) MasterCard used for travel-related business transactions. Travel Cards (T-Cards) are the required method of payment for booking official business travel on behalf of SLAC. Travel expenses charged to the SLAC T-Card are paid directly by SLAC to JPMC. The T-Card is a safe and easy-to-use payment method. It can be used wherever MasterCard is accepted and reduces the need for reimbursements with respect to allowable expenses. For more detailed information, including permissible expenses, usage guidance, and restrictions, refer to Travel Card Policy and Procedures.
Proper Travel Card Use
The following list includes the allowable and proper use for the SLAC T-Card:
- Air, rail, bus, taxi, rideshare services, and shuttle transportation
- Car reservations/rentals and automobile-related expenses, such as fuel, tolls, and parking
- Hotel reservations, guarantees, and accommodations
Click on the image below to take you to an open source document with active hyperlinks.
Types of Cards Available
|T-Card expense report submitted > 30 days from Trip End Date.||
Email reminder to submit reconciling expense report in a timely manner and warn cardholder regarding Level 2 ramification. Copy admin if applicable.
|2||If Level 1 is triggered 2 expense reports in a row.||
Cardholder T-Card account suspended and email notification to warn cardholder regarding Level 3.
|3||If Level 2 is triggered twice within the past 12 months.||Cardholder account closed.|
|1a||T-Card expense report submitted >30 days from Transaction Date.||
Email reminder to submit reconciling expense reports in a timely manner and warn cardholder regarding Level 2 ramification.
|1b||T-Card expense report submitted >45 days from Transaction Date.||
Email remider to submit reconciling expense report in a timely manner and ward cardholder regarding Level 2 ramification. Copy supervisor.
|2||If Level 1B is triggered 2 expense reports in a row.
If Level 1(A or B) is triggered 3 expense reports in a row.
Cardholder T-Card account suspended and email notification to warn cardholder regarding Level 3 ramification.
|3||If Level 2 is triggered twice within the past 12 months.||
Cardholder account closed.
Cardholder Fraud Alerts
Required Travel Card Training
All training webinars will be recorded and the links will be placed on our website for future reference. The below courses will focus on Travel Card content but will also include refresher training on other policy items to ensure overall policy compliance.
Wed, Dec 8
10:00 AM - 11:00 AM Travel Card (T-Card) Training
Wed, Dec 15
2:00 PM - 3:00 PM Travel Card (T-Card) Training
It is the responsibility of the individual incurring expenses, those who assist others with incurring expenses and those involved in the preparation and approval of reimbursement requests or financial transactions to exercise good stewardship of SLAC funds and to adhere to SLAC’s policies. The individual incurring the expense and the appropriate administrator must ensure that all costs are in compliance with SLAC Travel & Expense Policy prior to purchasing.
Required Use of SLAC Travel Booking Channels
To expense SLAC-sponsored travel, travelers must use a SLAC T-card and the SLAC Travel Booking Channels when booking airfare, hotels or car rentals. There are some circumstances where faculty, staff, postdoctoral scholars and students may not be able to book airfare, hotel lodging and rental car through SLAC booking channels, such as:
- Conference hotels (which may be booked directly at the conference rate)
- Laboratory and university guest houses
- Airline ticket reissues or exchanges
- New hires, visitors, sponsored guests, faculty (non CWR-SU employees), students (non CWR-SU employees), postdocs (non CWR-SU employees) and fellows are excluded from the booking tool section of this policy.