If you travel more than once a year, it is recommended you have a Corporate Card.

The University has contracted with Bank of America to provide employees with a University Corporate Card.

Need a Corporate Card? Follow these steps:

1. Read the University Corporate Card Acceptance Agreement
2. Visit the University of Maine System Finance & Administration webpage to review the relevant Administrative Practice Letters:
   • Administrative Practice Letter (APL) Section IV-B Travel, Expense, and Corporate Card Procedures
   • APL Section VII-A.2 Purchasing Procedures
   • APL Section VII-B Procurement Standards of Conduct
   • APL Section IV-I Use of University Funds
   • APL Section II-B Motor Vehicle Administration and Guidelines
   • Federal Office of Management and Budget (OMB) 2 CFR Part 200
3. Take a brief quiz
4. Complete your Corporate Card Application in Concur
   • Log into Concur via the Concur icon on your mycampus portal or visit the How to log into Concur page for more detailed instructions
   • If you don’t already have Concur access, sign up using the Concur Profile Request
   • How-to guide for Card Application
5. Learn about your Corporate Card & using Concur
   • Step-by-Step Activation Guide
   • Corporate Card Activation Help
   • Update card billing address in Concur profile Credit Card section prior to using the Concur Booking Tool
   • Upcoming webinars
   • Other training: contact a Procurement Coordinator on your campus

Since the University Corporate Card is issued to a named individual, if an employee changes organizations within the University, they will not need a new Corporate Card, they will only need to contact the Procurement card Administrator to update their information and will also need to fill out a Concur Profile update.

Corporate Cards are not to be given to other individuals to use for any reason.

The University of Maine System requires that all out-of-state and international travel be pre approved before any travel reservations are made. This process provides visibility into spending and budget control, while also aiding the University in its obligation to render duty of care.

The following guide can help you create a Travel Request-Creating a Travel Request

If you still have questions please contact a the Procurement Coordinator for your campus. We are here to help.

Melissa McPherson – USM, UMaine Law
207-780-5207 I melissa.mcpherson@maine.edu

Heather Fletcher – UMFK, UMPI, Univ. Services

207-768-9543 I heather.fletcher@maine.edu

Renee Day – UMaine, UMM

207-581-2612 I renee.day@maine.edu

Shaun Bourque– UMaine, UMM
207-581-2697 I shaun.bourque@maine.edu

David Kimmel – UMF, UMA

207 778-7754 | david.kimmel@maine.edu

Procurement Services Message Line
207-581-9101 I

procurementservices@maine.edu

To ensure efficiency and fiscal responsibility, be sure to refer to The University’s Travel Policies prior to departure and before extending institute/personal funds for travel related expenses.

To learn about Travel, Expense and Corporate Card policies please refer to the latest https://www.maine.edu/apls/apl-iv-b/

For information on how University funds should be used, please refer to Use of University Funds (pdf)

Paying Maine sales tax is not allowed and information can be found in Sales Tax (pdf)

Need a Tax Exemption form or other tax document? They can be found under Tax Forms and Certificates

Additional University policies

1. 1. For in-state travel, Maine sales tax is not permitted.
   2. Out-of-state and international travel requires a Concur Travel Request in advance.
   3. The daily travel meal allowance for domestic travel is up to $50 per day.
   4. Daily travel meal allowance for international travel is based on the U.S. Department of State OCONUS rates.
   5. Gratuity capped at 20% (allowed for meals and taxi service).
   6. Alcohol is not a reimbursable expense.
   7. The University Corporate Card provides auto rental insurance for damage to a rental car (for 8 passenger vehicles, or smaller).
   8. University travelers are expected to use the lowest cost lodging appropriate to their travel. Suites and other upgraded rooms are not a reimbursable expense.
   9. University travelers are expected to get the lowest cost airfare appropriate to their travel, which generally is economy coach fares. Travelers are required to use Collegiate Travel Planners or the Concur Booking Tool for all of their university travel.
   10. The University does not usually reimburse for travel, life or accident insurance. Some instances may be permitted with prior written approval from the appropriate CBO or University’s Risk Manager. The University does supply medical related insurance for international travel through AIG.  Check with Risk Management for more information.

A Concur Profile is needed before you travel, receive a travel card, or ask for reimbursement for a travel related item. Once your profile has been created and all the correct information added (e.g. frequent flyer numbers, address, preferences, etc.), you will only need to make updates to your profile if you have changes or new information to add.

• To request setup for a single user, click here!
• To request setup for a group of users, click here! Please email completed form to Mary Norment at mary.norment@maine.edu
• To update a Concur Profile with your new information, click here 
• If filling out your profile within Concur, click here

If you have unused tickets that were cancelled please contact Collegiate Travel Planners 1-800-223-1308 or mainetravel@travelctm.com to use this ticket toward a new one. If you cannot use a ticket, there may be the option to use the credit toward another individual, please contact the Travel Administrator, mary.norment@maine.edu. for more information.