Policies & Procedures

Restricted TCard Purchases

Travel Cards (TCards) may be used for the following items if appropriate funding is available, and the purchase conforms to University of Illinois System policies.

PurchaseSpecific RestrictionsRelevant Policies/Procedures
AirbnbSee Lodging Rental Brokers belowSee Hotels and Lodging
Alcoholic BeveragesSee alcohol policy for university8.1.1 Business Meals, Refreshments, and Alcohol
Business Meals 8.1.1 Business Meals, Refreshments, and Alcohol
Business Class/First Class TravelApproved only with medical documentation15.1.3 Make Travel Arrangements
Catering"Dropped off" meals such as pizza or box lunches—Can use TCard
Other catering that serves the meal—Can use TCard only with system contracted vendors.
Consult Catering—Urbana Campus.
Catering—Urbana Campus
Outside Caterers
8.1.1 Business Meals, Refreshments, and Alcohol
Collision Damage Waiver InsuranceAllowable with approved TCard exception, but only for motor vehicle rental in a foreign country15.1.3 Make Travel Arrangements
Car Rental
TCard Exception Request form
Foreign National Non-Employee Travel and Lodging ExpensesSee policy for considerations when determining allowabilityPayments to Foreign Nationals
Lodging Rental Brokers (e.g., Airbnb, Tripping, Home Away)See policy for considerations when determining allowabilitySee Hotels and Lodging
Student TravelAllowed if student travel primarily benefits the system8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals
Spouse or Family Travel ExpensesIf specifically allowed in a grant or contract and prior approval is granted15.1.4 Determine Allowability of Travel Expenses
Toll Charges—Parking, Road, Bridge and Tunnel FeesPre-paid tolls not allowed (for example, I-Pass)15.1.4 Determine Allowability of Travel Expenses
Travel and Lodging for System GuestsLimited to travel and lodging expenses when supporting the system's mission8.2.5 Request Non-Employee Reimbursement
Travel PackagesLimited to system guests only15.1.3 Make Travel Arrangements
Vehicle RentalUse system-contracted providers where available. Personal use items such as child car seats and additional drivers are prohibitedCar Rental

First Published: September 2012 | Last Updated: October 2024 | Last Reviewed: May 2024