1505 - Policy on Travel & Expense Card Program



This policy is in place to ensure compliance with State and University travel policies and regulations.


This policy applies to all employees (faculty, staff, and Senior University Administrators).


Policy Statement

The purpose of this policy is to provide guidelines for the issuance, use of the University Travel & Expense Card (T&E) and to ensure that controls are in place to mitigate risk as well as remain in compliance with State and University travel policies and regulations.

The University of North Carolina at Chapel Hill has contracted with the issuing bank to provide a T&E Card for University employees to use when traveling on official University business and for business-related entertainment expenses.

All T&E Card transactions must comply with University policies, and/or requirements of the sponsor if traveling on sponsored funds. Failure to comply with this policy and all associated procedures may result in card suspension, card cancellation and/or disciplinary action.

Employee travelers who are identified as Travel & Expense (T&E) Card candidates will be required to receive and use a card. T&E Cards must be utilized as the primary form of payment for all allowable travel purchases including, but not limited to, air reservations, lodging, car rentals, and ground transportation. This will reduce the out-of-pocket burden to the traveler as well as the administrative burden of reimbursements.  T&E Cards may never be used for personal meals or personal car expenses as the university reimburses the traveler in arrears for meal per diem and mileage.

Employee who are identified as T&E Card candidates due to their frequent business entertainment expenses will also be required to receive and use a T&E Card. T&E Cards must be utilized as the primary form of payment for all allowable business entertainment expenses.  Employee who already use a Purchasing Card for these expenses, and are not otherwise a candidate for a T&E Card, may continue to use the Purchasing Card.

To be eligible, individuals must be current, active, permanent University employees (on payroll), must have approval from the employee's department head and/or business manager, and must be at least 21 years old.


Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.

Related Requirements

University Policies, Standards, and Procedures

Contact Information

Policy Contacts
Subject Contact Telephone Email
T&E Card Transactions Travel Card Office   TravelCard@unc.edu
Suspicious Transactions Bank of America Fraud Department 1-866-500-8262  
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Article ID: 131474
Thu 4/8/21 9:09 PM
Mon 11/13/23 11:12 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Travel and Payment Card Services Manager
Next Review
Date on which the next document review is due.
07/01/2024 12:00 AM
Last Review
Date on which the most recent document review was completed.
07/27/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/27/2023 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
08/03/2021 12:00 AM
Date on which the original version of this document was first made official.
04/25/2021 12:00 AM