Breadcrumb

Travel & Entertainment Card Requests  

T&E Card

About the Travel and Entertainment (T&E) Card  

Phase One of the Impact23 Program includes the deployment of Concur Travel and Expense. As part of this transition, UCR will leverage features available in Concur and upgrade the university’s Travel & Entertainment Card Program (T&E Card). The T&E Card program will transition from a personal-liability to a corporate-liability card program. Please review the following information to ensure continued ability to make travel related purchases, as your current US Bank T&E card will be restricted from new purchases in July/August 2022. A new application must be submitted, so a new corporate liability card can be issued. The following information outlines the requirements to apply for the new corporate T&E Card.   

The Travel and Entertainment (T&E) Card is a Visa credit card issued by US Bank. Eligible UC Riverside employees can use it to pay for University-approved travel and business-related expenses. It is a corporate liable card product with all expenses paid by the University, reducing the need for out-of-pocket expenditures by employees. However, the cardholder is responsible for the monthly reconciliation of expenses charged on the card via an expense report in Concur within 30 days of a trip or event completion date. 
 

T&E Card Eligibility, Usage, and Benefits

To be eligible for a Travel & Entertainment Corporate Card (a university-sponsored card), you must be a UC Riverside career or contract employee and receive departmental approval.

  • The card provides convenient access to cash advances and credit for thousands of UC travelers and hosts.
  • It should be used for all travel expenses where payment by Visa is allowed, such as airfare, hotel and lodging, car rental, ground transportation, and meals.
  • Once used, the transactions import into Concur Travel and Expense, the UC Riverside travel and entertainment expense reporting system.
  • By utilizing the card, employees save both time and money for the university, their department approvers, and themselves.

The T&E Card provides several benefits to the cardholder and university, including:

  • The card balance will be paid in full each billing cycle by the university 
  • Reduction of out-of-pocket expenses for travelers 
  • Access to transactional activity by the cardholder’s department  
  • Integration of card transactions to facilitate expense reporting in Concur
  • No late fees  

Note: Concur Travel and Expense is launching in two phases; phase one includes travel-related T&E Card charges reconciled in Concur. Entertainment expenses should not be charged to university-billed T&E Cards until further notice.


Cardholder Actions and Application Process

To request and obtain a new corporate T&E Card follow the steps below.

1. Your existing T&E card must be in good standing.  

  • If there are past due balances on your existing card, the existing personal-liability T&E Card balance must be resolved. 
  • A new corporate T&E Card will not be issued to a cardholder with past due balances on their existing personal liability card. 

2. If you travel on behalf of the university, apply for the new corporate liability T&E Card: 

  • Cardholders should complete the required online T&E Card training in UC Learning. 
  • Plan to initiate a new online application process in Concur upon deployment
  • Once your department System Access Administrator (SAA) has granted you Concur access, complete a new Concur Card Request 

    • Attach proof of UC Learning T&E Card Training completion to your Card Request 
    • Certify the T&E Card attestation acknowledging the card will be used exclusively for university business (i.e., no personal expenditures) 
    • The new card application request will be routed to your supervisor (if applicable) and the designated Department Head (card approver) to confirm the card request is appropriate based on your travel and other university business needs.  

Card issuance will take approximately two weeks after the approved application is received. The new application process will begin with the launch of Concur Travel and Expense.
 

Emergency Cash Advances

Cash advances should be requested through Concur prior to your trip. In the event a Traveler is on "Travel Status" and an emergency cash advance is needed, funds are available with a Travel & Entertainment Card. The cardholder should save their PIN from when they originally received their card. If a PIN is lost, U.S. Bank should be contacted at the number printed on the back of the card.

Note: The cash advance limit is 20% of the available credit. Most banks will provide larger cash advances when going inside the bank, rather than using an ATM.

Online Account Access
With U.S. Bank you can:

  • View your account activity daily
  • View/print statements
  • Dispute transactions

Access is available at https://access.usbank.com. The first time you log in you will need to register your account:

  • The Organization Short Name is “UOFCA”
  • The Account ZIP Code must match the 5-digit ZIP code from your billing statement (address used on your application)
     
The Concur Card Request process is covered in UCR Travel and Expense training. If you have questions about eligibility or how to apply, please discuss with your department Travel Arranger. Send questions about the new Travel & Entertainment Card Program to travelfeedback@ucr.edu.