Travel and Entertainment (T&E) Card: FAQs

Common questions and answers about travel and entertainment card processes

UCOP T&E CARD OVERVIEW

  1. What is a T&E Card?
  2. What are the benefits of the T&E card?
  3. Is the T&E card a charge card or a credit card? And why does it make a difference?
  4. Who is eligible to apply for a T&E card?
  5. What are your responsibilities as cardholder?
  6. Within UC policy, what expenses can I charge to the T&E card?
  7. What expenses, by UC policy, should NOT be charged to the T&E card?

APPLYING FOR A UCOP T&E CARD

  1. How do I apply for a card?
  2. I came from another UC campus and had a T&E card there; can I use that card for UCOP business travel and entertainment?
  3. I still have an outstanding balance on my T&E card from the former campus; is this a problem?
  4. The T&E card program at my former UC campus seems slightly different; aren't all travel and entertainment cards the same?
  5. What mailing address should I enter on the application? Work or home?
  6. How long will it take to get my card?
  7. Once I receive my card, is my account ready to use?

MANAGING YOUR UCOP T&E CARD

  1. Will I receive a T&E card statement?
  2. Who is responsible for paying the bill?
  3. How can I make a direct payment to the T&E card using US Bank Access Online?
  4. Can late fees and penalties be incurred, and if so, who is responsible for paying them?
  5. How do I submit my T&E card expenses for payment?
  6. What happens if my T&E card is reimbursed to me personally in error?
  7. What happens if only part of the T&E card expense is reimbursable?
  8. What happens if I use the T&E card for an expense that is not travel or entertainment related?
  9. I used my T&E card to pay for a conference registration and the T&E card has been paid, but now I'm unable to attend?
  10. What happens if my account reaches 60 days delinquency?
  11. What will happen if my account reaches 90 days delinquency?
  12. What will happen if my account reaches 180 days delinquency?
  13. What if I do not recognize a charge or need more information about a charge on my statement?
  14. What happens once I have notified US Bank of a dispute?
  15. Should I contact US Bank if I will be traveling to a foreign location?
  16. How are conversion rates determined?
  17. What if my T&E Card is lost or stolen?
  18. What should I do if my T&E Card fails to receive authorization for a charge?
  19. How do I change my address or other personal information?
  20. What if I have a question concerning my account?
  21. When I leave UCOP, do I need to return the T&E card, and if so, who do I give it to?

UCOP T&E CARD OVERVIEW

1. What is a T&E Card?
The U.S. Bank T&E Card is accepted worldwide and allows access to over 500,000 ATMs. The T&E card can be issued to UCOP employees who travel so that they do not have to use their own credit cards and tie up their credit limits when they incur travel and entertainment expenses in connection with University business.

2.  What are the benefits of the T&E card?
T&E Card charges submitted through the UCLA web-based expense system, Express, can be paid directly to U.S. Bank, eliminating out-of-pocket expenses for the traveler. Certain travel-related expenses such as hotel deposits and conference registrations can even be reimbursed in advance of the trip if purchased with the T&E Card and processed through Express.

3.  Is the T&E card a charge card or a credit card? and why does it make a difference?
Unlike other Visa cards that have a revolving line of credit, the US Bank T&E Card is a charge card. This means that the balance is payable in full before the next billing.

4. Who is eligible to apply for a T&E card?
UCOP employees who are active in the payroll system and incur travel or entertainment expenses during the conduct of business are eligible to apply for a T&E card.

5.  What are your responsibilities as cardholder?
You, the US Bank T&E Charge Cardholder, are responsible for proper use of the card and for reconciling the account. This includes:

  • Using the card only for UC business travel and entertainment expenses
  • Refraining from using the card to pay other travelers' expenses
  • Reconciling the account in a timely manner
  • Ensuring timely payment regardless of the status of any outstanding expenses; payments not "attached" to an expense report and submitted through the Express System must be made directly to US Bank by the cardholder

6. Within UC policy, what types of expenses can I charge to the T&E card?
The Travel & Entertainment (T&E) card covers almost all business travel-related expenses, including lodging, food and ground transportation. UCOP employees are expected to use the T&E Card and related ATM cash advances only for travel and entertainment expenses that are related to University business and reimbursable under University policies. Examples of expenses that can be charged to the T&E card:

  • Payment for lodging
  • Payment for an Entertainment meal in which there is a clear business purpose in making the expenditure and a bona fide business-related discussion occurring during the meal
  • Payment for the airport shuttle
  • Payment for a hostess gift (traveler stayed with friends while on business travel)
  • Payment for use of business office services at the hotel while traveling, e.g., for use of a computer or printer, access to the Internet, or copies made

7.  What types of expenses, by UC policy, should NOT be charged to the T&E card?
Expenses that are not directly related to travel or entertainment should not be charged to the T&E Card. Examples of expenses that should not be charged to the T&E card include but are not limited to:

  • Payment for anything that is a personal expense (non-business related)
  • Payment on behalf of others
  • Payment for copies made prior to travel in preparation for travel (e.g. a presentation to be given)
  • Payment for purchase of a computer
  • Payment for gift cards to be given out as recognition to employees in the office
  • Payment for purchase of incidentals during travel such as personal toiletries, an umbrella, or a newspaper
  • Payment for books, media, and other office items purchased online (e.g., Amazon.com)
  • Payment for a class
  • Payment for renewal of personal or UC paid professional memberships or subscriptions

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APPLYING FOR A UCOP T&E CARD

8. How do I apply for a card?
Complete the T&E Card application (pdf). Print, scan, and email signed and completed form to gemma.rieser@ucop.edu with a copy to linda.pugliesi@ucop.edu and lorrelie.esteban@ucop.edu.

9. I came from another UC campus and had a T&E card there. Can I use that one for UCOP business travel and entertainment?
No, your T&E card account at your former campus should have been closed when you left. You will need to apply for a new T&E card now that you are at UCOP.

10. I still have an outstanding balance on my T&E card from the former campus; is this a problem?
Yes, it is a problem. Your request for a new T&E card will not be considered until your previous T&E card account has been fully paid.

11. The T&E card program at my former UC campus seems slightly different; aren't all travel and entertainment cards the same?
No, each program is a little different; please familiarize yourself with the UCLA T&E Card Program for UCOP employees before submitting an application. These Frequently Asked Questions should provide you with a good overview of the program. You can also access information on the UCLA Travel site by clicking: Payments & Reimbursements then Travel & Entertainment Card.

12. What mailing address should I enter on the application ? work or home?
The mailing address you enter will be the address the card is sent to when it is issued. It is also the address where the card statement is sent. You can use either your work or home address. Just be sure that you are receiving your statements and reviewing them upon receipt.

13. How long will it take to get my card?
You can normally expect to receive your card within five to seven business days from the time the request is initiated by UC Travel.

14. Once I receive my card, is my account ready to use?
No. You will need to call US Bank Customer Service at 1-800-344-5696 to activate your card. Once you have done so, your card will be ready for use. This is also a good time to register at US Bank Access Online, a Web-based electronic tool that provides quick access to complete account information. You can use it to view account activity and billing statements.

To access US Bank Access Online, go to https://access.usbank.com/ and select Register Online, enter UOFCA for Organization Short Name and follow the instructions to register your account by filling in the required fields.

US Bank Access Online screenshot

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MANAGING YOUR UCOP T&E CARD

15.  Will I receive a T&E card statement?
You will receive a paper statement. In addition, as a cardholder, you have access to your account information via the Web. You may access U.S. Bank's Corporate Expenses Online program by visiting US Bank Access Online, https://access.usbank.com/. You will need to enter "UOFCA" as the Organization Short Name when logging in to Access Online.

16.  Who is responsible for paying the bill?
The ultimate responsibility lies with you, the individual cardholder, to ensure that the bill is paid in full prior to the next billing cycle. The cycle date is the 25th of each month.

It is your personal responsibility to ensure timely payment, regardless of the status of any outstanding expenses. To avoid penalties and additional expense for the University, you must keep your Travel Card account current. Timely payment by all employees is essential to the success of the entire program.

There are several payment options available:

  • Payment is attached to an expense report and submitted through the Express System.
  • Payment can be made by the cardholder electronically at US Bank Access Online.
  • Payment can be made by the cardholder via check sent to Corporate Payment Services.

17. How can I make a direct payment to the T&E card using US Bank Access Online?
You must register your card first. To access US Bank Access Online, go to https://access.usbank.com/ and select Register Online, enter UOFCA for Organization Short Name and follow the instructions to register your account by filling in the required fields. To make a payment, (1) Go to 'Account Information'; (2) click 'Cardholder Account Statement'; and then (3) click 'Pay Electronically'.

18. Can late fees and penalties be incurred, and if so, who is responsible for paying them?
In the event that your payment is not received and posted within sixty (60) days from the end of the billing cycle, you as the cardholder will be billed a late payment fee based on the outstanding balance. This fee equals 2.5 percent of the outstanding balance. Late fees or penalties incurred on the T&E Card are not reimbursable, so it is important that you take the steps necessary to ensure that your bill is paid on a timely basis

19. How do I submit my T& E card expenses for payment?
Submit your travel and entertainment reimbursement request to the BRC as soon as possible you don't need to wait for your US Bank statement prior to submission. Be sure to clearly mark those expenses that were paid for using the T& E card so that the travel report preparer can identify them appropriately in Express Travel System.

When you receive your travel report for approval, please review the report as soon as you can and pay close attention to the details to ensure that all T&E expenses have been accurately identified (see Payment Method column below). The payment method for direct payment of your T&E expenses through Express should be reflected as US Bank T&E Card.

Travel report

20.  What happens if a T&E card expense is reimbursed to me personally in error?
You may discover this error when you receive your travel report for review and approval. If you notice that a T&E card expense has been reimbursed to you as Personal Funds in error, you should reject the travel report with a note indicating the expense(s) that need to be paid directly to the T&E card and send an email with the same message directly to the preparer.

If this error is not caught by you or the BRC reviewer, you will be reimbursed personally for the expense and will be responsible for paying the T&E card directly. Ideally, any errors will either be caught by you as the traveler (referred to as "owner") or by the BRC reviewer before submittal to UCLA for payment.

21.  What happens if only part of the T&E card expense is reimbursable?
This might occur, for example, if your meal exceeds the daily maximum for Meals & Incidental Expenses or perhaps if you have alcohol with a meal. The unallowable expense will be marked as "Do not Reimburse" and you will be responsible for paying that amount directly to U.S. Bank.

22. What happens if I use the T&E card for an expense that is not travel or entertainment related?
This should not occur. If the charge is a legitimate business expense but does not fall within the purview of allowable expenses for the T&E card, you may be reimbursed through BruinBuy and then you will be responsible for paying that amount directly to U.S. Bank.

23. I used my T&E card to pay for a conference registration and the T&E card has been paid - but now I'm unable to attend. What action needs to be taken to obtain the credit? Will the FAU be credited automatically?
No action is required to obtain the credit. The credit will appear on the statement and will ratchet down as the card is used. If it is a large amount and the traveler does not anticipate using the card sufficiently to use up the credit, please contact Gemma Rieser, Linda Pugliesi or Lorrelie Esteban in the Business Resource Center and arrangements will be made to obtain a check payable to UC Regents which will in turn be deposited to the appropriate FAU.

24.  What happens if my account reaches 60 days delinquency?
Accounts that reach a 60 day delinquency will be suspended and late fees will be applied. You will not be able to use your card until your account is once again in good standing.

25.  What will happen if my account reaches 90 days delinquency?
Accounts that reach 90 day delinquency will close and additional late fees applied.

26.  What will happen if my account reaches 180 days delinquency?
Accounts that reach 180 day delinquency will be reported to the credit agencies. This will impact your personal credit rating.

27.  What if I do not recognize a charge or need more information about a charge on my statement?
Refer to the back of your statement for billing inquiries, problems, or questions. US Bank must hear from you no later than 60 days from the original statement date on which the charge in question appeared. You are able to dispute charges by contacting US Bank directly at the 800 number listed on the back of the card or by logging into US Bank Access Online. Be sure to keep records of all discussions, including the name of the Customer Service Representative. If you have any questions or need further clarification, please contact US Bank Customer Service at 1-800-344-5696.

28.  What happens once I have notified US Bank of a dispute?
Once US Bank has received notification they will suspend the amount in question. While US Bank is conducting an investigation, you do not need to pay the amount of the charge which is in dispute; however, you are obliged to pay the entire balance of charges that are not in question.

29.  Should I contact US Bank if I will be traveling to a foreign location?
Yes, we recommend that you contact US Bank Customer Service at 1-800-344-5696 and notify them that you will be on foreign business travel. US Bank will note your account.

30.  How are conversion rates determined?
Conversion rates are determined on the day Visa receives the transaction. Visa calculates the rate by averaging the government mandated rate and the wholesale market rate. The cardholder will see an exact conversion rate on their monthly statement. For a cardholder to receive an approximate conversion rate, or US dollar amount on a posted transaction the cardholder should contact US Bank Customer Service at 1-800-344-5696.

31.  What if my T&E Card is lost or stolen?
Immediately call US Bank Customer Service at 1-800-344-5696. A report will be filed and a new card with a new account number will be issued.

32.  What should I do if my T&E Card fails to receive authorization for a charge?
If a merchant fails to receive an authorization, they may decline the transaction. The merchant may obtain a manual (verbal) authorization by contacting US Bank Customer Service at 1-800-344-5696. The customer service representative will review the status of the account and if the account meets approval criteria, a manual authorization will be provided.

33.  How do I change my address or other personal information?
Log into Access Online and click My Personal Information. Select Contact Information and follow the instructions to update your details. Click Save.

34.  What if I have a question concerning my account?
Contact US Bank Customer Service at 1-800-344-5696, 24 hours a day, 365 days a year.

35. When I leave UCOP, do I need to return the T&E card, and if so, who do I give it to?
Yes, you should return the card. Please feel free to return the card to Gemma Rieser, Linda Pugliesi or Lorrelie Esteban in the Business Resource Center.

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