The Travel and Expense Management team is announcing an important update to the Travel & Expense (T&E) card application process, designed to improve financial controls and streamline reconciliation across the campus. These changes will affect all current and future T&E cardholders.
Summary of Changes
-
Beginning September 2025, all T&E card applications will include a default Chart of Accounts (COA) linked to the cardholder’s home department.
-
If T&E card transactions are not reconciled within 60 calendar days of the posting date, the T&E Card account will be suspended. The account will not be reinstated until all outstanding transactions are reconciled. A late fee will be applied to your account; late fee payments are the responsibility of the cardholder. Payments can be made through your online U.S. Bank profile or by calling 800-344-5696
-
Note: To request account reinstatement, submit a Travel & Expense General Inquiry ticket in Service Now with supervisor’s approval attached.
-
-
If T&E card transactions are not reconciled within 90 calendar days of the posting date, the outstanding charges will be posted to the department’s default COA.
-
To request the reinstatement of your T&E Card, complete the T&E Card Reinstatement Form in full. All required signatures must be obtained by the cardholder prior to submission. Once completed, please submit the form through a Travel & Expense General Inquiry ticket.
-
Please note that incomplete or unsigned forms may result in a delay in the review and reinstatement of your account.
-
-
-
Cardholders must complete and submit an updated T&E card application September 1, 2025.
-
Failure to submit a new application by the deadline will result in the temporary closure of the T&E card account until the application is received.
What This Means for You
To maintain access to your T&E card, you will receive an updated application directly via email in mid-July. Please review, complete, and return the form to Travel and Expense Management no later than September 1, 2025.
Departments are encouraged to review their default COA settings and prepare accordingly to manage unreconciled expenses efficiently.
Support and Questions
If you have any questions regarding this update or need assistance with the application process, please contact the Travel and Expense Management team through Service Now or visit our website.
Thank you for your attention to this important update and your cooperation in maintaining strong financial stewardship at UC Merced.
