- What is a Corporate Travel AMEX card and when can I use it?
The Corporate Travel AMEX is an American Express card used specifically for the booking and payment of travel related expenses. The AMEX, unlike the Pcard, is to be paid in full by the user upon receipt of the monthly statement. Travel expenses should be claimed through the online Travel and Expense Reimbursement System in sufficient time to receive reimbursement to pay the AMEX payment due date.
Tip: If travel-related expenses must be incurred early (e.g. conference registration, airfare), the traveller may request a Travel Advance through the Travel and Expense Reimbursement System.
The Corporate Travel AMEX can be applied for through the Purchasing Department. The Travel and Related Expenses Policy (listed alphabetically on the University Secretariat homepage) may assist in determining what constitutes a travel expense.
- Do I qualify for a Travel Advance?
Travel Advances are issued to individuals to ensure that they are not out of pocket for expenses incurred before their travel. Travellers may receive a cash advance valued at no more than the out-of-pocket costs associated with prepaid travel as long as the return date for the trip is 21 days or more from the date the advance request is received in the Business Office. Travellers are expected to clear advances within ten days of their return by generating a Travel Expense Report from the outstanding advance in the online Travel and Expense Reimbursement System. The University reserves the right to withhold future advances until all outstanding Travel Advances have been accounted for. Please see the Travel and Related Expenses Policy for more information.
- How do I get reimbursed for Travel Expenses?
Travel Expense Reimbursement Reports are to be submitted online once an individual has returned from their travel and wish to be reimbursed for out of pocket expenses and/or to clear a Travel Advance Request. Travel expenses generally include airfare, accommodation, surface transportation, meals and conference fees. Travellers are required to submit the report within ten days of their return. Original documentation must be attached to the signed traveller declaration (you will receive this by email after a claim is submitted) and sent to the Business Office immediately after a report has been submitted. If a Travel Advance has been issued for the trip, it must be linked to the expense report by use the “Generate Expense Report” feature in the online system. See the Travel and Related Expenses Policy for more information.
For reimbursement to international visitors, please see How do I make a payment or refund outside of Canada?
- How do I log into the Travel and Expense Reimbursement system?
Visit carleton.ca/travel, and log in through the “Submit a Request” button using your MyCarletonOne credentials.