Travel Event Planner (TEP) Card Roles

Learn about the roles supporting the Travel Event Planner (TEP) card.

• Provide the foundation for workflow
• Manage the notification and distribution process
• Ensure security for TEP card activity

See responsibilities for each TEP card role:

• TEP card program administrator
• Department Business Officer
• Transaction reviewer
• Cardholder

Program administrator

• Administers the TEP card accounts, systems, and tools.
• Audits for compliance with TEP card policy.
• Communicates with U.S. Bank on TEP card issues.
• Enters TEP card roles assigned by cardholder's Department Business Officer (DBO).
• Imports transaction data into the ECManager.
• Monitors dispute activity with U.S. Bank.
• Monitors transaction activity for fraud detection and prevention.
• Requests new cards, changes, and cancellations from U.S. Bank.
• Verifies cardholders' employment status.

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Department Business Officer

• Approves card application requests submitted by the members of your work group.
• Completes the TEP-RF form (Excel) within 10 days of the event's conclusion.
• Develops and implements internal procedures that govern departmental use of the TEP card.
• Ensures contract are reviewed by the appropriate UCSD Procurement and Contract Specialist, when necessary.
• Identifies and assigns other TEP card roles to members of your work group.
• Reports misuse, abuse, or possible fraudulent activity to TEP card program administrator.
• Requests new cards, changes, and cancellations from TEP card program administrator.
• Reviews e-mail notifications and monitoring designated accounts.
• Responds to post audit requests within 10 days.
• Terminates inactive cards.
• Trains members of your work group on your department's fiscal requirements.

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Transaction reviewer

• Applys fund requirements and application of California sales and use tax, when necessary.
• Completes the TEP-RF form (Excel) within 10 days of the event's conclusion.
• Redistributes charges to other indexes and accounts, when necessary and as authorized by your DBO.
• Responds to post audit requests within 10 days.
• Reviews TEP card transactions.
• Works with cardholders to ensure charges are recorded correctly in FinancialLink.

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Cardholder

• Knows and understands TEP card responsibilities, including the Purchasing Code of Ethics.
• Charges only official business expenses and services.
• Never lends or shares your TEP Card.
• Provides receipts, invoices, and other similar documentation to your DBO or designee.
• Reviews e-mail notifications.
• Understands terms and conditions of department funding sources.
• Verifies contract review with DBO before authorizing payment to a vendor.

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Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.

Travel

TEP Card Overview

• Roles
• Reviewing Expenses