Emburse Expense Management
Emburse is a flexible expense management solution to track travel expenses and non-travel purchased items using the Payment (One) Card. Emburse along with the mobile app creates an enterprise solution to obtain travel approvals and track applicable expenses.
Tarleton employees can access the Emburse solution by logging into Single Sign-On and selecting Emburse Expense (Chrome River) from the SSO Menu.
Payment (One) Card Information
The Payment Card (One Card) Program is a fast, flexible purchasing method for processing delegated orders from suppliers that accept credit cards and the processing of Travel related expenditures when an employee is traveling for official university business. The purpose of the One Card Program is to establish a more efficient and cost-effective method of purchasing and travel expenses and the payment for transactions that fall within the delegated purchase thresholds. If used to its potential, the program will result in a significant reduction in the data entry of small orders, receiving, invoices, and vouchers. It can also prevent prompt pay interest.
- One Card Application
- Tarleton Payment (One) Card Guidelines
- Pay Back an Unallowable Expense
- Vendor Request/Setup
- Manage your US Bank Payment (One) Card (Pending)
General (Non-Travel) Expense
All purchases must be made in accordance with all applicable statutes and regulations, the State Comptroller’s rules, System Policy and Regulations and written guidelines. Refer toTAMUS Regulation 21.01.03, Disbursement of Funds, Guidelines for Disbursement of Funds and the University procedures outlined in the Payment Card Program Guide.
A typical cardholder is any employee who has delegated purchasing authority. The payment card may be used for various purchases such as:
| Tools/Hardware | Supplies |
| Promotional Items | Lab Supplies |
| Minor Hardware & Supplies | Postage Stamps |
| Medical Supplies | Safety Supplies |
| Janitorial Supplies | Office Supplies |
- Controlled Asset Codes (Asset purchases not allowed on payment card)
Travel Expense
Planned travel must be pre-approved and travel related expenses are submitted for approval within the Emburse solution.
Contact Information
Payment (One) Card Contacts for Purchases and Travel
Accounts Payable Contacts
Vendor Setup: Vendorhelp@tamu.edu
Send Invoices for Payment: Tarletoninvoices@tamu.edu
General AP Questions and Help: TarletonAPHelp@tamu.edu or call (979) 845-8362
Travel Help
Travel Questions or Assistance Travel@tamu.edu or call (979) 458-8734
FAQs
What is Emburse?
The Texas A&M University System contracted with Emburse to provide a new travel and expense management application. Emburse was implemented across the A&M System in 2025 to streamline the expense management processes from pre-trip budget approval, expense collection, and post-trip expense report approvals.
How do I learn more about the Emburse Expense Management solution?
Emburse created step-by-step tutorials and user guides to ensure university employees have the resources to seek pre-approval for travel, to create a non-travel related expense report, etc. These resources are located under the Tutorials and User Guide section of the Emburse website.
What is a Pre-Approval in Emburse?
This allows the traveler or delegate to request approval from their department head or designee. Pre-Approval allows the department to encumber funds (reserve or put a hold on funds in FAMIS) on the account that will pay for travel. There is a field on the pre-approval header that can be selected to bypass the need to encumber the funds. It defaults to “Yes” as it is a best practice to encumber funds for the travel. Most fields on the Pre-Approval will copy down to the Expense Report at the time the Pre-Approval is added to the Expense Report. This reduces the data entry needed to create an expense report.
What are the types of Expense Reports?
Travel – this expense report type is used for any travel related expenses charged to the One Card.
Non-Travel – this expense report type is used for all other expenses (not related to travel) charged to the One Card.
What are the differences for delegates in Emburse Expense?
Delegates can submit on behalf of the traveler/cardholder on both Pre-Approval and Expense Reports.
Full delegate permissions are available in the Emburse Expense mobile application. Departments may designate up to four individuals to automatically be assigned as delegates to all employees in that department. This will be maintained on the department screens in Canopy/FAMIS.
How do I request a Payment (One) Card?
- To obtain a payment card select New Submission. Fill out the application and select Submit. The form will require you to complete TrainTraq required training. Once training is completed upload the training certificate showing completion of the courses by selecting the UPLOAD button within the form.
- Prior to obtaining a payment card, you are required to complete TrainTraq Course#2114840: System OneCard Training. To navigate to Single Sign-On select:Single Sign On (SSO), then select on “TrainTraq”. Under “Course Number” type the required TrainTraq course number and click “Search”. Once it brings up the course name, click on it, and then click “Start Course”. Go through the training material and then take the exam. Once completed, please attach a pdf copy to the application Laserfiche form under the attachment link.
- Once approved, your card will be mailed to the Office of Business Services for pickup.
- The cardholder must activate the payment card before it can be used. Upon receipt of the card, the cardholder should sign the back of the payment card and always keep the card in a secure place. Reference the Cardholder Checklist.
Where can I learn more about Tarleton requirements specific to purchasing guidelines, acceptable and prohibited purchases, travel requirements, etc.?
Tarleton developed Payment (One Card) Guidelines to inform employees of applicable requirements.