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Travel advances being phased out with new travel credit card program in place

In 2021, Queen’s University introduced the travel credit card (TCard) program through Scotiabank that provides employees and departments more flexibility in paying for expenses when traveling on behalf of the university.

With the successful launch of department and individual travel cards complete, Financial Services, in collaboration with Strategic Procurement Services, will be enforcing the Travel and Expense Reimbursement Policy, which states that “Faculty and Staff will not be issued travel advances for costs that can be paid for through a Queen’s TCard.”

Effective Oct. 11, 2022:

Cash/travel advances will no longer be approved for expenses such as: rail, airfare, hotel accommodations, rental vehicles, etc. However, if you can prove that you have applied and are waiting for a TCard, your advance may be approved.

Faculty and staff must use the segments feature in the Expense Reimbursement System (ERS) when requesting an eligible cash advance otherwise the advance will not be approved.

Effective Jan. 1, 2023:

The expectation is that you have applied and received your Queen’s TCard. Cash advances will be rejected for expenses such as: rail, airfare, hotel accommodations, rental vehicles, etc.

Faculty and staff must use the segments feature in ERS when requesting an eligible cash advance otherwise the advance will not be approved.

SPS Business Services is currently contacting employees with travel advance applications and providing information about how to apply for a Queen’s TCard.

Applications for Travel Credit Cards are now being accepted via acQuire. Complete the application found in Credit Card Forms. Mandatory training sessions are available for registration in the Learning Stream catalogue and are required as part of the TCard policy – information can be found on the SPS website.

Full details regarding the new TCard policy and procedure can be found on the SPS website.

Questions regarding the new TCard program can be sent to creditcards@queensu.ca.