Central Travel Account (CTA)

Topics

Central Travel Account Overview

Purpose:

  • The CTA allows departments to charge for travel expenses that take place 50 miles away from their designated work location to a centrally billed account. Expenditures could include: airline, rail/bus/ferry tickets, specified lodging.
  • This is NOT an individual liability card requiring reimbursement- funds are charged directly.
  • Use of a department's CTA account is preferred when booking airfare and lodging. See specifics below in Rules and Responsibilities.

Important:

  • Limits are $20,000 monthly and $10,000 single.
  • Transactions are restricted to travel merchants.
  • Personal travel expenditures are prohibited on a CTA. This includes incidentals and personal time added before or after UW business travel. Flight dates need to be in line with UW business need for the travel when using the CTA.
  • Lodging charged on a CTA of 4 or less UW faculty/staff is not allowed.
  • If 5 or more UW faculty/staff are lodging at the same hotel for the same time period, the CTA may be used with prior written approval from The ProCard Office. Email procard@uw.edu.
  • Student lodging (1 or more) allowed
  • UW employees and students are subject to per diem.
  • For lodging, only room and tax is allowed on the CTA.
  • The department must obtain an itemized statement from the hotel showing the breakdown of the total charges by room, by night, and by guest name.
  • Upgrades to airfare and hotels are not allowed.

Requirements

New Account Application Process (CTA)

Step 1: Complete the CTA training and assessment

Step 2: Complete the card application in the UW Connect Finance Portal. 

  • Do not submit until you have clicked into and read the User Agreement. Missing this requirement will add time to the process.
  • The department approver must approve the application via adding their approval comments to the ticket or by the prospective cardholder attaching documentation of department approval. 

Step 3: The ProCard Office reviews and approves this application

  • An email notice via UW Connect will be sent to the cardholder after the card is ordered. Your UW Connect REF will include instructions on how to activate your card after it arrives. The card will be mailed to the address on the application, typically 2-3 weeks after the card is ordered.

Renewal Process (CTA)

CTAs auto renew every three years. Procard@uw.edu will email you 5-6 weeks before the end of the month your card expires to notify you to watch for your card in the mail. We recommend that if you have moved UW Mailboxes in the last three years that you email procard@uw.edu to verify we have the correct mailbox number on file.