Student Travel
CLIBA Card
Texas A&M University-Kingsville in conjunction with JPMorgan Chase has made available a MasterCard program for student out of town travel, known as the CLIBA card. This card allows full-time coaches, faculty, and employees that are taking students on out of town travel access to a MasterCard credit card to cover most expenses associated with the official travel. Including meals, lodging, vehicle rental, gasoline, registration fees, parking, and more.
Training
A mandatory training is required to request a CLIBA card. The training covers the guidelines of card use in detail and usually lasts about 30-45 minutes. Please call the CLIBA card administrator for information on setting up a training. Scott Bates - (361) 593-3950.
Paperwork
There are certain required forms to request a CLIBA card that can be accessed from our website. These completed forms are required to be submitted to the Travel Departement at least ten (10) business prior to your trip. Forms for use during your trip, such as tax exemption forms are also available. When your trip is complete you will need to submit an expense statement along with the original itemized receipts within four (4) business days of your return.
Business Office Policy on Travel Advance Requests
The University allows for student travel funds to be advanced for student out-of-town travel. The qualified department(s) must use the following guidelines in order to receive funds for advanced travel:
- Research the out-of-town event that you are planning to take students to. Plan the trip and calculate how much money will be needed in order to take the trip. Make a list of the students and employees that will be attending the event. Prepare a requisition, at least a week in advance, to get the proper approvals and signatures and so that the Business Office will receive the said requisition in plenty of time to meet your requested funds. The requisition must include the following items:
- Name of the event you will be taking the students Destination – where you will be taking the students Departure time and date of departure Return time and date of return List of students and employees that will be going Name of the department that is traveling Amount of funds and denominations needed A breakdown of how you arrived at the amount of funds that will be needed in each anticipated expense (meals, lodging, entry fees, etc.)
- Time funds will be picked up
- Only full time traveling employee will be allowed to pick up funds at the cashiering area. Receipts for all the expenditures that were made and or the funds left over must be turned in within two (2) days after the funds were picked up. Only one advanced team travel at a time will be allowed per individual. (You cannot pick up a second advance team travel, if you have not turned in receipts/monies for the first advance team travel. Remember that only qualified travel expenses will be allowed.
- When issuing funds to students, have the student sign his/her name acknowledging receipt and amount of the funds.
For
more information, contact:Texas A&M University-Kingsville
700 University Blvd.
Kingsville, TX 78363
Telephone: 361.593.2111
email: webmaster@tamuk.edu.