SLAC Travel Card Program

Image: Man holding credit card

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

Individual T-Card

  • Issued to, and used only by, an active SLAC employee or an employee with job classification CWR SU (Contingent Worker – Stanford University; must be connected to the VPN to access this site) on official SLAC business travel with pre-authorization in Concur 

  • Click here to apply for the SLAC Individual T-Card. Most applicants receive their new T-card within 2 weeks of approval and processing.

 

Card Warnings and Suspension

Please see the below table for the list of SLAC Individual Travel Card out of compliance triggers, as well as the appropriate action that will be taken by Travel@SLAC if a trigger is met.

Level Trigger Action

1

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.

 


Department T-Card

  • Issued to an individual who is an active SLAC employee (e.g., Travel Administrator), and is assigned as the cardholder for a directorate/department. This role has additional responsibilities that are outlined in section 4.0 of the Travel Card Policy and Procedures 
  • Department T-Cards should only be used for pre-authorized SLAC travel-related purchases for new hires, visitors, sponsored guests, faculty (non CWR-SU employees), students (non CWR-SU employees), postdocs (non CWR-SU employees) and fellows  

  • Click here to apply for the SLAC Department T-Card. Most applicants receive their new T-card within 2 weeks of approval and processing.

 

Card Warnings and Suspension

Please see the below table for the list of SLAC Department Travel Card out of compliance triggers, as well as the appropriate action that will be taken by Travel@SLAC if a trigger is met.

Level Trigger Action
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.
or
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.

 


 

Benefits

  • Company Paid - Say goodbye to out-of-pocket travel expenses! All travel expenses charged to the travel card will be directly billed to SLAC
  • All Employees May Apply - All personnel listed in the SLAC Directory with Employee status may apply for the SLAC Travel Card
  • Two Types of Travel Cards - Individual travel cards available to all employees & department cards available to SLAC department administrators (see below for details)
  • All expenses charged to T-Cards are reported in Concur
  • The SLAC T-Card, issued by Mastercard, includes benefits such as ID Theft Protection to make travel easier. Learn more in the Mastercard Guide to Benefits for Commercial Cardholders

 

Cardholder Fraud Alerts

JPMorgan Chase now supports cardholder fraud alerts directly to cardholders via text message, email, or phone call to alert SLAC users of suspicious activity or attempted activity on their T-Card. 

Cardholders can sign up to receive a mobile SMS text message, an email and/or a phone call when there’s suspected fraud on the account. Cardholder alerts notify the cardholder of suspicious activity and offer a quick method to validate transactions. 

To enroll, visit ccalert.jpmorgan.com and follow these steps: 

  1. Enter the commercial card account number and billing zip code.
  2. Add your alert device(s).
  3. Enter your contact information.
  4. Confirm your enrollment in text, email, or voice alerts: 
  • For SMS text alerts, you will receive a text message. Simply reply “AGREE” to complete your enrollment. 
  • For email or voice alerts, after you enter your contact information, you’ll see your enrolled alerts populated on the bottom of the page. 

If you have questions about the cardholder alerts, please call the number on the back of your card. 

Grace Period

 

Please note that as of Oct. 4, any SLAC travel expenses incurred by booking through outside sources or using a personal credit card may not be reimbursed. There will be a transitional period from Oct. 4, 2021 to Nov. 30, 2021 where employees who used their personal card can seek reimbursement. Beginning Dec. 1, 2021 the T-Card policy mandate will be enforced, with any exceptions being approved by the Controller.
 

For any questions about the travel card program, please email travel@slac.stanford.edu.

ADDITIONAL GUIDANCE

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

Responsibility

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. 

RESOURCES