Travel & Entertainment (T&E) Card

• Accepted worldwide.
• Eliminates university business out-of-pocket expenses.
• Real-time fraud alerts
• Quick and easy reconciliations: Travel & Entertainment Card transactions are viewable in Concur and can be added to Expense Reports.

Required Trainings

Travel & Entertainment (T&E) Card and Travel Policy training must be completed to obtain a T&E card. Required trainings, Travel & Entertainment Policy and Travel & Entertainment Card Overview can be found on the UC Learning Center by searching “Travel” in the search bar.

It is recommended that you also take the Concur Travel and Expense Management (Bundle) trainings in the UC Learning Center.

Once the application is complete, with all required signatures, submit a New Corporate Card Request through Service Now.

1. Cardholder makes university travel or entertainment purchases that are within G-28 (Travel Regulations) and BUS-79 (Business Meeting & Entertainment) policy.
2. U.S. Bank submits expenses to UC Merced
3. Expenses are imported into Concur
4. It is the responsibility of travel Cardholder to check their queue for posted expenses after a purchase has been made or travel concludes.
5. Cardholders must review expenses in a timely manner; it is mandatory that the Cardholder process transactions within 45 days from the last date of travel or entertainment expense date.
6. Once submitted, the expense report will be routed to your department financial unit approver for final approval.

It is the cardholder’s responsibility to ensure the T&E card balance is paid in full prior to the next billing cycle. The cycle date is the 25^th of each month. It is your responsibility to ensure timely payment, regardless of the status of any outstanding expenses in Concur. Expenses must be reconciled within 45 days.

Each T&E Card purchase requires the creation of a Concur expense report with the following:

• Detailed business justification (who, what, where, when and why)
• Itemized receipt (if required by policy)
• Applicable backup documentation (e.g. agenda, attendee list)
• Relevant Chart of Account (CoA)

What happens if I don't process my transaction(s) within 45 business days?

If the transaction(s) is not processed in Concur within forty-five (45) days following the end of travel or entertainment date, payment may not be issued to US Bank by the next statement cycle date. Accounts that become sixty (60) days past due accrue late fees and the account is suspended. Accounts that reach ninety (90) days past due accrue additional late fees and are permanently closed.

For self-service of expense reconciliation

Step-by-Step Guides can be found on Training and Resources . You can also submit a Concur Systems Training Request via Service Now for additional assistance.

For departments and individuals supported by CBS2

Please contact CBS2 for guidance on how to reconcile/process your T&E card transactions. cbs2@ucmerced.edu

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 on behalf of others.
• Airfare (Preferred payment method - Direct Bill)
• Copies made prior to travel, in preparation for travel (e.g. a presentation to be given).
• Purchase of a computer.
• Payment for gift cards to be given out as recognition to employees.
• Purchase of incidentals during travel such as personal toiletries, umbrellas, or newspapers.
• Books, media and other office items purchased online (e.g. Amazon)
• Payment for a class.
• Renewal of personal or UC paid professional memberships or subscriptions.
• Blatant personal use (e.g, a shopping trip, regular meals, gas for personal vehicles)

Your card may be declined if the following occurs:

• Incorrect billing information is provided to the vendor (address, city, state, ZIP code).
• Card is inactive or expired.
• The account number is transposed during the sales transaction.
• The transaction falls within U.S. Bank's fraud parameters.

If you need assistance with a declined card, please contact U.S. Bank Customer Service at (800) 344-5696.

Approvers are responsible for the following:

• Contacting Travel & Expense Management when Cardholders change departments or leave the university.
• Review Requests and Expense Reports, confirm they are charged to appropriate Chart of Accounts (CoA) and expenses are allowable when contracts/grants are used.
• Ensuring contracts/grants are active.
• Ensuring Cardholders reconcile their transactions within 45 days after travel concludes or entertainment expense date(s).

Cardholders are responsible for following up with a vendor regarding erroneous charges, disputed items or credits.

You should file a dispute when you:

• Are billed for anything you did not purchase.
• Have duplicate or incorrect charges the vendor will not credit.

In case of a dispute, the merchant should be contracted directly by the Cardholder.

The bank will take theses actions on your behalf:

• Work with the vendor to determine if the charge is valid.
• Contact you if further information is required.
• Credit your account while researching the dispute.

Please contact U.S. Bank for unresolved disputes: (800) 344-5696

Note: Your account will be adjusted accordingly if the dispute is valid.

Contact U.S. Bank Fraud Department immediately to report your card lost/stolen or if you have fraudulent charges on your account.

U.S. Bank Fraud Department: (800) 523-9078

If your transactions reach 60 or more days past due and the card is suspended, you must complete the following steps to reinstate your privileges.

1. Process all outstanding transactions in Concur so payment is made to your T&E card U.S. Bank account.

2. Submit a Travel & Expense General Inquiry ticket via Service Now requesting the card account be reopened. Approval from your supervisor must be attached.

The Travel & Expense Management Team conducts ongoing review of transactions to ensure the program controls are being followed. This review process identifies transactions that may be considered high risk, as well as trends and usage to manage associated risks for T&E card activity. Card misuse includes but is not limited to the following:

• Cardholders and departments not complying with T&E Card policies and Travel Regulations G-28 or Business Meetings and Entertainment BUS-79 policies.
• Purchases not authorized as official university business.
• Personal purchases.
• Purchases that should have been processed with a different payment method or application.

If you are a Cardholder, you may receive an email asking you to provide additional documentation, receipts, and/or detailed business purposes for selected transactions. If you receive one:

• Attached the requested documentation and/or provide an updated business purpose.
• Provide any additional information requested by the auditor.

The T&E Card program team has the authority to investigate and determine whether a violation of T&E card policy has occurred. Violations may result in one or more of the following disciplinary actions:

• Written warning.
• Revocation of T&E card privileges.
• Termination

UC Merced will consider the facts and circumstances of each incident and will act as deemed appropriate and as permitted by university policy.

T&E Card policy violations include but are not limited to:

• Purchase of items for personal use.
• Failure to process transactions in Concur within 45 days from the end of travel or entertainment expense date(s)
• Allowing transactions to be completed with the T&E card by anyone other than the cardholder.

T&E Card Application
T&E Card Information Update – Use if you change departments or there is a change in your address. Submit via a Travel & Expense General Inquiry Service Now ticket.
 

U.S. Bank Contacts

• U.S. Bank 24/hr. Customer Service: (800) 344-5696
• U.S. Bank Fraud Department: (800) 523-9078

Travel & Expense Management

• Submit a Travel & Expense Management Service Now Ticket
  • New Corporate Card Request – To submit your completed application .
  • Travel & Expense Management General Inquiry –Questions regarding the T&E Card program

Contact Travel & Expense Management for:

• Declined purchases (only after contacting the bank)
• Questions about card usage
• Cardholders are changing departments or leaving UC Merced

All communications must be submitted via a Service Now ticket to ensure timely responses.