The PCard may be used to purchase airline tickets for certain individuals. This section will detail which individuals you may and may not purchase airline tickets for with the PCard.
You may purchase airline tickets from any source, including online sources like Priceline.com or Expedia.com, a travel agency, or directly from the airline.
Allowable
Unallowable
Special Exceptions
Non-Employee Lodging
Allowable
Airline tickets may be purchased on the PCard for the following travelers, special procedures are listed below:
- UNM Employees (excluding independent contractors)
- UNM Students (including foreign nationals)
- UNM Student Recruits (excluding foreign nationals)
- UNM Job Applicants (excluding foreign nationals)
- Honorarium Recipients (excluding foreign nationals)
- Guest Speakers (excluding foreign nationals)
- Lecturers (excluding foreign nationals)
Note: Departments will bear the cost of any tax liability for a foreign student if not reviewed previously by the Taxation Department. For more information regarding non-payroll payments to foreign nationals, please click here.
Unallowable
Airline tickets may not be purchased on the PCard for the following travelers:
- Independent Contractors
- Foreign National Guest Speakers
- Foreign National Lecturers
- Foreign National Honorarium Recipients
- Foreign UNM Student Recruits
- Foreign UNM Job Applicants
Special Exceptions
Payments for Foreign Nationals
Special procedures exist when using a PCard to pay airfare expenses for foreign visitors.
- Approval must be obtained prior to the travel.
- The department obtains this approval by submitting the Foreign National Travel Request Form.
- The Taxation Issues Group in Unrestricted Accounting, Main requires the following information to approve the form:
- A business purpose for the visit that benefits UNM.
- The letter/email of invitation.
- The proposed length of the visitor's stay.
- The type of visa the visitor will use to enter the U.S., if known.
- Please Note: If the travel has already occurred, it is possible that the Taxation Issues Group may either require additional information, or deny the request for approval altogether dependent on the visa type of the visitor and the circumstances of the trip. This process should always be done in advance of travel!
- If Taxation approves the Foreign National Travel Request Form, the department may then book the airline ticket using their PCard.
- The department must attach a copy of the Foreign National Travel Request Form and the approval email to the backup and keep it in their PCard log. (Note: this form will be retained by the department and included with the monthly PCard reconciliation sent to Purchasing.)
- Account code 3850 should be used on the zero-balance DPEZ to clear the PCard usage.
- A copy of the visitor's visa and Form I-94 should be attached to the zero-balance DPEZ.
- If the airfare is for a foreign Independent Contractor (IC) a Service Provider Questionnaire (SPQ) must be attached to the paper PR. Approval of the General Accounting department is required prior to seeking Taxation department approval.
Payments for Non-Employee Lodging
Payments for non-employee lodging on the PCard require a pre-approved special exception. Special exception requests should be submitted using the PCard Exception Request for Non-Employee Lodging form. Special exception requests are not approved until Purchasing contacts the Cardholder.
Upon receipt of the request, the Purchasing Card Administrator will obtain proper approval, lift appropriate card restrictions and send approval by email to the Cardholder.
Once the non-employee travel is complete, the department will process a DP-EZ and will select the hotel charge from the list of available transactions in the section of the Travel DP-EZ titled "Pre-paid PCard Travel". Hotel expenses paid by PCard should never be manually entered on a DP-EZ. Click here to view a demonstration.
In cases where there will be no additional expenses, the department must submit a zero balance DP-EZ that will be kept on file with the appropriate accounting office. The DP-EZ must include a certification that the traveler is a US citizen in the Business Purpose. Note: When submitting a zero balance DP-EZ, it is no longer necessary to request the traveler's social security number.
The DP-EZ number must be entered on the Transaction Log.
If the DP-EZ number is not available because travel has not yet occurred, enter a note on the Log and a date when the DP-EZ number will be available. When the DP-EZ number is available, and email should be sent to pcard@unm.edu that includes the bank statement cycle date and the DP-EZ number.
The accounting office will review the DP-EZ. If the DP-EZ is approved by both the departmental approver and the accounting office, the DP-EZ will be released for payment on the payment due date.
The Cardholder is required to include a copy of the special exception approval received from Purchasing with the PCard Transaction Log.
Lodging for non-employee foreign nationals must also comply with the policies detailed in the Special Exceptions section.
| PREVIOUS | NEXT |