Traveler's Guide to Getting a Travel Card 

The information provided in this guide will assist a UCSC faculty or staff member to obtain and use the UCSC Travel & Entertainment Card. Please email the Travel Card Program Administrator with questions.

  1. About the card
  2. Card benefits
  3. Eligibility
  4. How it works
  5. Card account management tools
  6. Card responsibilities and restrictions
  7. Applying for a card
  8. Returning a card
  9. Lost or stolen card
  10. Where to get help 
Forms
Quick links to forms referenced in this guide are provided below.
 
Important Form Information:
UCSC_Travel_Entertainment_Card.pdfUCSC_Travel_Entertainment_Card
UCSC_Travel_Entertainment_Card.xlsUCSC_Travel_Entertainment_Card
What to KnowFilter
About the card

Obtain free-of-charge, a UCSC Travel & Entertainment (T&E) Card (Excel | PDF) to pay for business-related travel and entertainment expenses incurred while conducting UCSC business.

Card benefits

Using the UCSC Travel & Entertainment Card (T&E) card provides an easy way to pay for business-related travel and entertainment expenses since it does not affect the spending limits on your personal credit card.

  • Eliminate the need to carry large sums of cash to pay for UCSC business travel expenses - VISA is accepted at more than 14 million merchants world-wide.
  • Obtain cash advances from banks or ATM’s world-wide.
  • Receive automatic rental car insurance coverage when used at a non-UC contracted rental car agency.
  • Receive supplemental accident insurance while riding in, boarding, or alighting from an aircraft, land or water conveyance, when the entire fare is paid with your T&E card.
  • Receive access to lost/damaged luggage assistance for airline travel charged to the T&E card.
  • Receive access to VISA Assistance Center for emergency card replacement, medical or legal referrals, and claim processing.
  • Enable the University to track travel spending information that can be used to help it negotiate lower prices for airfare, hotel and rental car rates.
Eligibility

Current faculty and staff members who incur travel or entertainment expenses on behalf of the University, and who meet one of the following criteria are eligible to apply for the  UCSC Travel & Entertainment Card (Excel | PDF):

  • A permanent appointment, or
  • A post-doctoral position with an appointment of one year or more.
How it works

The UCSC Travel & Entertainment Card (T&E) can be used to pay for any UCSC travel and entertainment business expense. The T&E card can be used in the same way as a personal credit card except only reimbursable travel and entertainment business expenses may be charged to it. For more information about incurring travel and entertainment expenses, refer to the UCSC Travel Guides and Entertainment Expense Guides.

  • Pay Business Expenses: Use the T&E card to pay for reimbursable travel and entertainment business expenses.
  • Spending Limits: The UCSC travel and entertainment card is to be used for University business. The travel card consists of a standard limit of $2,000.00. That limit includes $700.00 cash advance, retail spending and travel and entertainment spending. Once the $2,000.00 spending limit is reached only travel and entertainment charges will continue to go through without further approval. If your business travel expenses or cash needs are greater, contact the Travel Card Program Administrator.
  • Get a Cash Advance: Use the T&E card to obtain a cash advance from any ATM or bank. A travel cash advance transaction fee of 2.5% of the amount advanced or $2, whichever is higher, is reimbursable as a “miscellaneous business expense” when requesting reimbursement.
  • Early Reimbursement: Early reimbursement is allowed if business expenses charged to the T&E card become due and payable prior to conclusion of your trip. In these cases, complete and submit a Travel Advance Request: (Excel | PDF) with a copy of the U.S. Bank VISA statement and original expense documentation.
  • Post-Trip Reimbursment: Request reimbursement of travel and entertainment business expenses by completing a Post Travel Expense: (Excel | PDF). Consult the UCSC Post Travel Expense Guide for detailed guidance.
  • Pay T&E Card Account Balance: Use the reimbursement to pay the full balance due on your monthly U.S. Bank T&E statement.
Card account management tools

A Travel & Entertainment cardholder can access the U.S Bank Access Online system to better manage expenditures and speed up getting a reimbursement. Follow these steps to register to use Access Online:

  1. Go to: https://access.usbank.com
  2. Click on the "Register Online" link
  3. Enter "uofca" for the company short name
  4. Enter the first five digits of the zip or postal code that appears on your monthly billing statement.
  5. Enter your telephone and fax number (e.g. 8311234567). Do not use dashes, hyphens, parenthesis or spaces.
  6. Enter a User ID. A user ID is 7 to 12 characters long, alpha and/or numeric.
  7. Enter a Password. A password is 8 to 20 characters in length, with at least one alpha and one numeric character

Registration Lock Out: You will receive an error message if you enter invalid information. After three unsuccessful attempts, you will be locked out from self-registering. If this happens, contact U.S. Bank Customer Service at 1-877-887-9260 to get your account unlocked.

Forgot Your User ID or Password? Click on the “Forgot your Password?” link and enter the requested information on the form that will appear.

Card responsibilities and restrictions
  • The T&E card is a personal credit card and the cardholder is responsible for paying the full balance due upon receipt of the monthly statement.
  • If a T&E card account becomes 30 days past due, U.S. Bank will initiate the collection process.

    • At 45 days past due, the bank will contact you about the unpaid balance and will also notify the campus travel administrator.
    • At 60 days past due, U.S. Bank will suspend your credit card. A notification of the outstanding balance will be sent to your manager. Reopening a suspended account requires making full payment and contacting the Travel Card Program Administrator.
    • At 90 days past due, U.S. Bank will close your credit card account. You will not be eligible for a replacement corporate credit card, or for cash advances from UCSC. Future travel related expenses will be reimbursed by submitting a UCSC Post Travel Expense: (Excel | PDF) form within 21 days of trip completion.
    • At 180 days past due, U.S. Bank will turn your account over to a collection agency and your account will be reported to credit rating agencies. U.S. Bank does not release credit information related to a T&E card account to outside sources unless the account is seriously past due.
  • The Cardholder is responsible for promptly notifying U.S. Bank of any address changes, lost, stolen, or damaged cards, suspected fraud, and any disputed transactions.
Applying for a card

You apply for a Travel and Entertainment Card (T&E) by performing these steps:

  1. Complete the UCSC_Travel_Entertainment_Card (Excel | PDF) application, sign it and give the completed form to your divisional business manager
  2. The divisional business manager will have the application approved by the Dept. Head and then forwards it to the Travel program coordinator in the FAR office.  

After your application has been received by the UCSC Travel Card Program Administrator:

  1. You and your divisional business manager will receive an email confirming receipt of the application.
  2. Your T&E card will be mailed to your home address in about 10 days.
  3. Activate your card by calling U.S. Bank Customer Service at 1-800-344-5696.
Returning a card

The Cardholder is responsible for relinquishing the T&E card to the divisional travel coordinator at least one week prior to separation of employment, or immediately upon cancellation of the card.

  • The divisional travel coordinator cuts the card into two pieces and forwards it to:

Lost or stolen card

Call U.S. Bank Customer Service at 1-800-344-5696 as soon as possible to report the loss or theft of your Travel & Entertainment Card.

Where to get help

There are several sources available to assist you depending on the situation:

  • US Bank Customer Service: To report fraudulent activity or a lost or stolen card, call U.S. Bank VISA customer service at 1-800-344-5696, 24 hours a day 365 days a year.
  • VISA Assistance Center: For emergency card replacement, medical or legal referrals, or claims processing, call 800-VISA-911 (800-847-2911).
  • UCSC T&E card Program Assistance: Email the UCSC Travel Card Program Administrator.