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Using the Credit Card for Travel Related Expenses
The following levels of card authorization can be used for employee business travel related expenses:
Corporate Card
Please see the earlier section of this manual entitled Basic Guidelines for a more detailed description of card
usage allowances.
Employee business travel related expenses are those such as registrations, airfare, gasoline, car rental, hotel,
meals, shuttles, taxis, etc.
All travel-related expenses charged to the credit card should comply with the NNRHA Travel Policy (page 39).
Special Note on Airline Travel:
Some new airline travel regulations require that passengers who purchase electronic tickets with a credit card
must produce the card at check-in. It is recommended that verification be performed with the airline of choice
to determine the airline’s practice.
Special Notes on Hotel Accommodations:
Hotel costs should not be paid in advance of the trip.
Some hotels will not accept a check as payment at check-out, and instead require a credit card or cash.
Verification of the hotel’s payment policy should be made prior to the trip. Verification will allow the
traveler to arrange to pay with credit card, NNRHA check or a travel advance.
When utilizing the Group Travel Card for travelers other than the cardholder, the card should be used to
hold the hotel rooms but the actual room charges should not be placed on the Group Travel Card. The
first night stay can be placed on the Group Travel Card but only if mandated by the Hotel at the time of
reservation. If the traveler does not have an NNRHA issued Travel Card, an alternate payment method
should be planned for the hotel expenses. Alternate payment methods could be in the form of a cash
advance issued prior to the trip or the traveler could use a personal credit card and request
reimbursement on their Travel Expense Statement reconciliation.
In addition, the cardholder must complete a Travel Expense Statement (page 37) to reconcile and close out all
business travel. Submit the Travel Expense Statement, along with copies of receipts to the Finance Department
within seven (7) working days of the completion of the trip. Do not wait for the credit card statement before
preparing the Travel Expense Statement. The Travel Expense Statement reconciles your business travel not your
credit card charges.
*** The monthly Credit Card reconciliation and the Travel Expense Statement are two separate reconciliations. ***
NNRHA – Credit Card Policy (07/02/2026) 22Jump to an indexed page (141 of 141)