Guideline UL-TRG02 Making Travel Arrangements

Main Policy Content

  • Travel Arranger Credit Card

Penn State Travel Policy can be found at:

https://guru.psu.edu/policies/PennStateTravelPolicy.html

TRAVEL ARRANGER CREDIT CARD:

Air Travel:

All travelers who have professional travel funds and who have a complete profile in the Employee Reimbursement System, ERS, have access to the Travel Arranger Credit Card as a method of payment when booking Airfare through Travel OnLion/Concur (www.ers.psu.edu). A complete profile is one that has each “Required” field filled in within ERS. The PSU Travel Coordinator Credit Card is available for use for airfare if you are booking a flight via Travel OnLion/Concur or Centre for Travel.  Travelers who utilize the Travel Arranger Credit Card must sign their ticketed itinerary and provide it to the Business Office Travel Coordinator within 3 business days of receipt of the ticketed itinerary.  If combining business and personal travel, please choose that option when booking your flight and add a comment to the “notes to travel agent” field indicating the business only dates.  This will indicate to the agent to document a flight comparison for your trip.

Rail:

The PSU Travel Coordinator Credit Card is available as a method of payment when booking train fare.  Travelers who utilize the PSU Travel Arranger Credit Card must sign their ticketed itinerary and provide it to the Business Office Travel Coordinator within 3 business days of receipt of the ticketed itinerary.

Airport Shuttle:

The PSU Travel Coordinator Credit Card is available as a method of payment for airport shuttles.  Please contact the Business Office Travel Coordinator to make arrangements.  Travelers who utilize the PSU Travel Arranger Credit Card must sign their shuttle receipt and provide it to the Business Office Travel Coordinator within 3 business days of receiving it.

Lodging:

The PSU Travel Coordinator Credit Card is available as a method of payment for lodging.  Travelers who wish to utilize the PSU Travel Arranger Credit Card must make their own lodging reservation using their own credit card.  The traveler should request that the hotel provide the pre-authorization form to the Business Office Travel Coordinator.  The Business Office Travel Coordinator is able to transfer the lodging charges from the travelers’ credit card to the PSU Travel Arranger Credit Card via this form.  Please sign and date the lodging receipt and submit it with your ERS Travel Reimbursement Checklist.

Registration:

The Business Office Travel Coordinator is able to pre-pay conference registrations.  The method of payment we utilize depends upon the options accepted by the conference organizers.  For instances where we are paying by check, please allow enough time prior to the registration deadline for request and processing of the check.  Please provide detailed registration information/completed registration forms to the Business Office Travel Coordinator. URLs to the conference registration information are extremely helpful.  Please contact the Business Office Travel Coordinator to make arrangements to complete registrations via credit card.  It may be necessary to register for an event via Adobe Connect.

NOTE:  As a user of the PSU Travel Arranger Credit Card, you are required to submit signed and dated receipts for all expenses incurred.

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel
Guideline UL-TRG01 – Requests for Travel
Guideline UL-TRG05 – ERS Travel Reimbursement Checklist
Guideline UL-TRG06 – Responsibilities of Travel Roles
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form:  Travel Request Form (staff only)
Form:  ERS Travel Reimbursement Checklist (staff only)

Effective Date: December 2003
Date Approved: December 2003 (Dean)

Revision History (and effective dates):

  • February 2017 – Revised; additional information regarding Travel Arranger Credit Card.  Removal of UL-TRG04
  • June 2014 -- Revised; Editorial, Travel Arranger Credit Card guidelines
  • November 2009 -- Revised; Editorial, airline fees updated
  • May 2008 -- Revised; Editorial changes: travel agency and approved itinerary
  • August 2007 -- Revised; Editorial, airline fees updated
  • May 2007 and December 2003 -- Revised; Clarification regarding Internet fares and booking
  • December 2002 -- Revised; Additional information regarding Travel Services On-Line.  Clarification of changes regarding Fleet Services and Airline Industry.  Use of purchasing cards.
  • July 29, 1997 -- New guideline

Last Review Date:  June 2014