Guidelines for the use of taxi cards and company cards at UiO
These guidelines govern access to the use of taxi cards (for example, TaxiCard company cards) as a means of payment for transport (non-public). The guidelines also include the use of other types of company cards.
Implemented by the University Director on 15 September, 2019.
1 Current rules for coverage of expenses for business travel
- UiO has its own guidelines for business travel and follows the State's domestic travel regulations (lovdata.no) (Norwegian). The journey must be made in the quickest and most affordable way for the state when taken into account all expenses and the efficiency and soundness of the journey.
- As a rule, approval must be obtained to use non-public means of transport (taxis and other rented means of transport, etc.). If prior consent has not been obtained, the reason for using non-public means of transport must be explained. Expenses must be documented.
- State employees should strive to travel as cheaply and environmentally friendly as possible. Access to use taxis is therefore limited and should only be used in special cases.
2 Taxi card
2.1 Who can use a taxi card?
2.1.1 University management, deans and faculty management
Taxi cards can be assigned as a personal card. As a general rule, only the university management, deans and faculty management (= the faculty director) can use and dispose of a personal taxi card.
If needed, the system of personal cards for the university management, deans and faculty management can be supplemented with a unit card. The unit card can be lent out per travel and returned to the local custodian for safekeeping after completion of the business trip.
2.1.2 Unit card at the faculty level
Taxi cards can be assigned as unit cards at the faculty level. In special cases, the unit card can be lent out per travel and returned to the local custodian for safekeeping after completion of the business trip. The faculty must establish procedures for retention and control of lending/submission of unit cards.
2.1.3 Other employees/units
Other employees or units may in special cases be granted a taxi card. Special cases may for example be transporting patients from the health sector in connection with health-related research. Other comprehensive travel activities are not covered by what must be understood as special cases.
Taxi card applications (word) must be sent to the university director. There must be a work-related need and must be justified in the application.
2.2 When can taxi cards be used?
Taxi cards should only be used exceptionally, and in special cases, if practical reasons and/or time considerations indicate that it is most appropriate to use taxi cards.
The taxi card user is responsible for following the travel and documentation rules. Each trip must be documented with the purpose and justification for why public means of transport have not been used.
Taxi cards may not be used for the delivery of goods. Furthermore, taxi cards may not be used to book transport of staff and guests without the user of the taxi card being a passenger in the transportation vehicle.
2.4 Documentation of travel
Each journey must be documented and it must be explained why non-public means of transport, such as a taxi, is used. See section 1.1. See also UiO's guidelines for attestation and authorisation of travel expenses claims.
2.5 Loss of taxi card
Loss of taxi cards must be reported immediately to the issuer, manager and local administrator of the cards. The manager is responsible for blocking the taxi card upon loss of the card.
3 Credit card with corporate responsibility
- Credit cards with corporate responsibility are credit cards where UiO stands as the legal owner of the card, and is responsible for paying the invoice from the card company.
- As a rule, company cards are not issued to employees.
- For most employees, it will be more appropriate to obtain a personal credit card that can used for business travel.
- For more information, see information on company cards - credit cards with corporate responsibility (Norwegian) and UiO's guidelines for the allocation and use of credit cards with corporate responsibility (Norwegian).
- There are separate rules related to discounts that are linked to the employment relationship and the employer's obligations when such discounts are granted. State employees are not allowed to use bonus points earned on business trips in a private context.
4 Violation of guidelines
Violation of these guidelines may result in civil service law reactions.
These guidelines take effect as of 15 September, 2019.