When possible and appropriate, it is encouraged that you consider paying group expenses prior to travel. Prepayments allow you to limit the amount of cash required in travel status and also the amount you may need to obtain in the country. Please allow 10-15 working days for processing pre-payments.
Options for pre-payments include:
1. Travel and Hospitality Cards with Study Abroad Authorization:
a. Select Office for Global Engagement staff members have T&H cards with higher spending limits. If you need to make reservations for your travel course before your card is authorized for study abroad expenses, contact Jodi Cornell or Visha Arumugam for more information.
b.You can use your ISU T&H card for study abroad expenses.
Step 1: Apply for a T&H Card (if needed)
If you do not already have a T&H card, submit an application through Workday. Card Applications in Workday KBA
Step 2: Study Abroad Authorization
As your program departure date approaches, the CALS Study Abroad Office will work with Card Services to complete a study abroad authorization for your T&H card. This authorization helps ensure your card has the appropriate settings for international travel, including:
- Higher spending limits
- Cash access (if needed)
- Required merchant category permissions
Step 3: Complete the Workday Questionnaire (if cash access is needed)
If cash access is required, a questionnaire will be assigned to you in Workday and will appear in your task inbox for completion. Prompt completion of the questionnaire will ensure activating cash-acess privilegs before departure.
Study Abroad Authorization for T&H Card in Workday (PDF)
Note:
- A 2.5% fee is added to all cash withdrawals made on T&H cards. This fee is charged as a separate transaction.
- When traveling outside of the United States, T&H Card charges may include a foreign transaction fee of 1% of the transaction amount. This fee is added to the transaction and is not a separate fee.
- The only way to avoid this fee is to ask the supplier if you can use your card to pay in US Dollars.
Travel and Hospitality Card Activation:
Call the 800 number on the sticker on the front of the card.
- When asked for the ZIP code
- Use the ZIP code for your billing address (usually your office address, and for most cardholders, 50011)
- When asked for the last 4 digits of your Social Security number/employee ID
- Use the last 4 digits of your University ID
- When asked for the account phone number
- Use your university telephone number
Instructions for Setting or Changing a Pin (KBA)
2. Wire Transfer
Wire transfer payments can be made both in U.S. Dollars and international currencies. Wire transfers are allowed for international vendors only. To make a vendor payment by wiring funds, the following information is required: please contact Visha Arumugam for assistance.
- Detailed billing invoice from the vendor stating who, where, how much and what for. If the transaction requires a deposit payment followed by a balance payment at a later date, that information should be clearly stated on the vendor’s invoice (Invoice Sample 1 (PDF) & Invoice Sample 2 (PDF))
- Complete vendor contact information, including company name, contact person, address, phone, and fax.
- Complete vendor bank information, including:
Bank Name
Bank Address
Name on Bank Account
U.S. Corresponding Bank (many times needed to wire USD to another country)
Account Number
Swift Code
3. ISU Check
Applies only in the event that a vendor has an office located in the U.S. (all domestic vendors must be paid via check per ISU policy) or will accept payment via check. If this is the case, the following information is required, please contact Visha Arumugam for assistance.
- Detailed billing invoice from the vendor stating who, where, how much and what for. If the transaction requires a deposit payment followed by a balance payment at a later date, that information should be clearly stated on the vendor's invoice (Sample Invoice (PDF))
- Complete vendor contact information, including company name, contact person, address, phone, and fax.
4. Professional Services Agreements
Some program directors elect to compensate non-ISU personnel to assist with logistics and payments for travel courses. These non-ISU personnel would be individuals (not a tour company or service) who make the majority of the travel course arrangements on the program director's behalf. This is an approved practice by ISU Procurement; however, a Professional Services Agreement is required to be completed before compensation can be made. It is beneficial to begin the PSA process in advance of any work done by the payee.
Contract Request Form
International PSAs need to be reviewed by the ISU Global Workforce Team. Please visit the University Council's website to find out more about work in foreign countries and paying foreign suppliers. If you would like to compensate non-ISU personnel for assisting with your travel course, please contact the Office for Global Engagement office for assistance. A PSA is not required for tour guides/services incurred during the travel course. Please contact Jodi Cornell with questions.
