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Instant Card Guide

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  • Intro to Instant Card

    Instant Card Explained

    • Temporary Virtual Credit Card
      The Instant Card is a temporary virtual credit card (no plastic issued) for UC Santa Cruz Employees and Students while on official university business travel.​

    • For UC Travelers Without a CTE Card
      This card is issued to UC travelers who do not have access to the Corporate Travel & Entertainment Card (CTE card).

    • Card Limit and Active Dates
      The Instant Card features a firm dollar limit with specific active dates for usage that cannot extend beyond one year.

    • U.S. Bank Instant Card Mobile App for iOS and Android
      Users can easily view the credit limit, active dates for use including the expiration date, and the full 16-digit card number and security code needed to complete online transactions on their smartphone using the U.S. Bank Instant Card mobile app for iOS (14+) and Android (9.0+).


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  • Instant Card Requirements

    The following items are required to obtain and use an Instant Card

    1. Mobile Device
      The cardholder MUST have a mobile device with the ability to download the US Bank Instant Card mobile app to receive and use the Temporary Virtual Payment Card.

    2. Email on Mobile Device
      Cardholder must be able to access email on their mobile device to receive the virtual card notification and to complete registration.

    3. Instant Card User Agreement
      A fully completed Instant Card User Agreement form, signed by the cardholder and relevant approvers, must have been submitted.

    4. Non-Employee Cardholder Agreement
      For non-employee travelers, a UCSC employee must also sign and submit the “Non-Employee Cardholder Agreement Form” and provide their Vendor ID as the card transactions will flow to the employee requestor's CruzFly Profile for reconciliation. Instant Card transactions flow into CruzFly and must be reconciled, by a UCSC employee, within 30 days of the transaction becoming available to reconcile in CruzFly.

    5. Alignment with UC Policy
      The Instant Card should only be used to make purchases that are aligned with UC Policy requirements.
        > G-28 - Travel Regulations
        > BUS-79 - Expenditures for Business Meetings, Entertainment and Other Occasions

    6. Valid Business Purpose
      There must be a valid business purpose to request the Instant Card.

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  • How to Request an Instant Card

    Once an Instant Card need is established, it is best practice to submit a request for a card 10-30 days prior to travel, unless the need represents an emergency.

    Process

    1. Potential cardholder and supervisor should familiarize themselves with what the Instant Card is and how it works to confirm a need/approval is appropriately established.

    2. Cardholder, delegate (if applicable), Supervisor, and Tier 2 (and EEC if applicable) must read, complete and sign the Instant Card User Agreement Form. Note that the Card’s purpose, Card dollar limit, Card start and end date, mobile phone of cardholder, and cardholder email are critical pieces of data that must be provided in the cardholder agreement.

    3. Cardholder Agreement via Docusign is forwarded to FAR-Instant Card Team for review and approval.

    4. FAR-Instant Card Team activates a temporary virtual credit card via the US Bank Portal for the cardholder according to the terms of the approved cardholder’s agreement.

    5. When an Instant Card is ready for use, you, the cardholder, get an email (on your mobile phone only) asking you to download and install a mobile application onto your Apple or Android device. After you download the app, follow the prompts to specify your email address, enter your one-time passcode, specify your password, review the terms and conditions, and review the privacy agreement.

    6. Add the card to your mobile wallet, then use the card.
      first step

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  • How to Use Instant Card on the Mobile App

    How to Use Instant Card on Mobile App

    1. Using the Instant Card​

      second step

      third step

    2. ​How to Enable Face ID or Touch ID

      ​ fourth step
    ​
    ​
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  • Important Considerations

    The primary purpose for implementing the Instant Card program is to replace travel cash advances wherever possible.

    The Instant Card is not meant to replace the standard CTE Card, and employees should apply for a standard CTE Card as it is more versatile and accepted at all merchants that accept Visa cards as opposed to the more limited acceptance for the virtual Instant Card.

    This card can be used for online purchases but for in person transactions it is exclusively accepted by merchants that accept Apple Pay and/or Virtual Wallet Payments.

    The prospective cardholder must have a smartphone and the bank requires a phone number in a 10-digit format (XXX) XXX-XXXX (international numbers are acceptable but must still follow the 10-digit format after the country code).

    If using the card to pay for a hotel stay, it is strongly recommended to contact the hotel in advance of the trip to ensure that they will be able to accept Virtual Wallet payments (such as ApplePay or GoogleWallet).

    It is very important to note that the Instant Card Cardholder will not have an issue providing the card number to reserve the room, but when arriving at the hotel and trying to check-in with the Instant Card, a cardholder may be asked for an alternate form of payment if the hotel is not able to accept virtual payments.

    Employees may apply for an Instant Card if under the following conditions:

    • Standard CTE card was lost or stolen while on travel status.
    • Standard CTE Card was lost or stolen and you have contacted the bank to report it missing, but the replacement will not arrive in time for an upcoming trip.
    • Employee travels less frequently.
    ​

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  • Reconciliation Process

    Reconciling an Instant Card charge is a similar process to reconciling CTE card charges via CruzFly.

    When reconciling expenses in CruzFly, you will be able to specify whether the expense report is for travel and/or entertainment.

    Submit the expense report to your Initial Approver for review and approval of expenses. Please see the CruzFly User Manual section About CruzFly Approvals for detailed information.

    If you have any CruzFly technical-related questions, please contact the CruzFly Team at cruzfly-help@ucsc.edu.


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  • Resources

    How to videos: This URL provides a 39 minute video and quick reference for Card Administrators and Provisioners and a 10 minute video and quick reference for Cardholders.​


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