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Card Basics

The University of Utah offers several types of cards to accommodate a variety of purposes and to avoid out-of-pocket spending. A Purchasing Card (PCard) is a great tool for procuring non-travel, small-dollar goods or supplies that support the mission of your department and the university.

A Travel Card (TCard) is a great tool for booking travel on behalf of the university and avoiding out-of-pocket expenses.

The same employee can hold both a Purchasing Card and a Travel Card, if needed. The employee to whom the card is issued is responsible for all purchases made with the card.

Types of Cards

Four types of corporate cards are available to University of Utah and University Hospital employees. More information on each type of card can be found below. All cardholders will be required to uphold the cardholder agreement and use their card in accordance with the applicable university’s rules and regulations.  

Purchasing Card

This purchasing card may only be used by the employee who holds the card.


This Card:
  • Has fraud protection if the fraud is reported within 30 days of the transaction.
  • Has larger single transaction and cycle limits available, based on demonstrated need.
Limits:

Tiered limit options available.

Department Card

This purchasing card is issued to an employee, but can be checked out/used by other employees for university purchasing.

This Card:
  • Has fraud protection if the fraud is reported within 30 days of the transaction.
  • Can be checked out (using a check out log) for use by other employees with university purchasing needs.
Limits:

Lower limits are offered due to the increased risk associated with this type of card being checked out to multiple employees or the potential for misuse.

Individual Travel Card

Issued in traveler’s name – for individual trips

Standard Limits:

  • Single transaction limit: $4,000
  • Monthly cycle limit: $12,000

Use Examples:

  • Conference registration fees
  • Hotel/lodging
  • Airfare
  • Baggage fees
  • Car rental
  • Fuel while traveling
  • Ground transportation (Uber, Lyft, taxi, etc.)
  • Business group meals
Arranger Card

Issued in arranger’s name – for individual trips and booking trips for other employees or groups

Standard Limits:

  • Single transaction limit: $10,000
  • Monthly cycle limit: $30,000

Use Examples:

  • Conference registration for employee/guest
  • Lodging for another employee/guest
  • Airfare
  • Car rental
  • Fuel while traveling
  • Ground transportation (Uber, Lyft, taxi, etc.)
  • If arranger travels with the group:
    • Baggage fees
    • Event/entrance fees
    • Business group meals

Important Dates to Remember

Transaction Date
The date that a vendor enters your card information into their processing system.
Concur Posting Date
The date a transaction posts in Concur is usually 2-5 business days after the transaction date. This timeline can slightly vary, it is based on how often the merchant batches the transactions to the bank, as well as an overnight batching process that occurs between the bank and Concur.
General Accounting Post Date
When allocation transactions post to the General Ledger and appear in Management Reports.
PCard Concur Cycle Dates
Transactions will automatically create new PCard expense reports in Concur each month and the dates will correspond with the bank cycle dates.
US Bank Cycle Dates
26th of the current month to the 25th of the following month.
*If the 26th falls on a weekend, the cycle will refresh the following Tuesday.
**If the 25th falls on a weekend, the end date will be on the following business day.

These dates are important for your credit limits.
Cycle Dates Guide

Concur Submission Dates

Travel Card Submission Dates
After each business trip, a Concur Expense Report should be reviewed and submitted by both the cardholder and their ADSC approver (or designated delegate) within 20 days of the trip’s conclusion. To remain compliant with university policy, all Travel Card expenses must be fully reimbursed within 60 days of the end of travel.
Purchasing Card Submission Dates
PCard expense reports in Concur are automatically generated each month based on transaction activity, with dates aligned to the bank cycle. PCard holders must submit their expense reports monthly, between the 25th of the current month and the fifth business day of the following month, to ensure timely processing for the current cycle.

Card Limits

  • Cycle limit refers to the total value of transactions that can be processed within a given billing cycle. The billing cycle is the 26th of the month to the 25th of the following month. The university has several cycle limit options available depending on your card type. The limits can be adjusted higher or lower by using the Request module in SAP Concur. You may also have a higher cycle limit with approval from your department and the Purchasing Department.

    If a "cycle limit" is reached before the end of the billing cycle, purchases will decline at the point of sale due to insufficient funds. If a cardholder reaches their cycle limit before the end of the billing cycle, they can submit a “University Card Payment Services” request to increase their limits. Visit the Training Site for instructions on how to change your card limits (temporary or permanent).

    Instead of requesting a limit increase, cardholders may consider waiting to make the purchase until the 26th of the following month when the limit resets.

    For more detailed information, please access the Purchasing Card User Guide and Travel Card User Guide from the Card Services main page

  • A single purchase limit is the maximum amount that can be spent on a single transaction using a specific card. This helps prevent overspending and manage financial risk by ensuring that each individual purchase does not exceed a predetermined amount.

    The Purchasing Card Single Purchase Limit can be increased up to $10,000 with approval from your department and the Purchasing Department, but it cannot exceed $10,000 which is the single procurement threshold. Single purchases that exceed $10,000 will require review and approval by a buyer on the Purchasing team. Approval must be granted before the limit can be increased.

    Some cardholders may have purchases they need to make that are higher than their card’s current limits. These transactions would be declined by the bank due to the amount being over the established single transaction limit.

    If a cardholder needs an update to the single purchase limit, they can submit a “University Card Payment Services” Request.

    Training Site

Refer to this page for general Card information.

Once you have identified what type of card is right for you, you can begin the process of applying for a card.

Apply for a Card Page