Air Card Program

During Travel After Travel Tax Exempt Documents Benefits to Using Air Card/PCard

Air Card

• Available to all UF GO users and official UF guests
• Considered a “ghost” card because no physical card is issued
• Pays for airfare and related expenses (e.g., agent fees) booked through the UF GO booking tool or directly with World Travel Services, the University’s authorized travel agent
• No single purchase limit
• Central oversight of unused airfare tickets
• Transactions are reconciled by assigning them to an Expense Report and submitting that Report

Learning to Use Expense It (Upload Receipts)

• Tutorial
• iOS
• Android

During Travel

Examples of travel items cardholders can purchase

• Airfare related charges such as baggage and internet fees
• Lodging
  • Personal charges are unallowable on a PCard
  • Ensure hotel separates personal room charges (e.g., room service, mini-bar) from room bill.
• Car rental and related expenses such as fuel and parking
  • Please note Gasoline on personal vehicles CANNOT be purchased on a PCard
• Ground transportation (e.g., taxis, Uber, Lyft and trains)
• Registration fees
• Field supplies for remote fieldwork

Submitting receipts on the go

There are two options to submit receipts:

• ExpenseIt – Available through the SAP Concur mobile app or by emailing receipts to receipts@expenseit.com, this “smart receipt” AI technology scans receipts for information to create itemizations and assign expense typesNote: If an email with an attachment is sent, only the attachment will be uploaded to UF GO. Accepted attachment formats include: PDF, JPG, HTML, TIF or TIFF.

• Mobile App – Use ExpenseIt in the SAP Concur app to take pictures of receipts with your phone’s camera and upload them to “Available Expenses”

After Travel

• Create and Submit a Travel Expense Report
• Managing Travel Expense Reports When You Book Travel on Your PCard for Other Employees

Benefit to Using Air Card/ PCard