Travel & Entertainment Card FAQ

The UC San Diego Travel & Entertainment Card is not a card with a revolving line of credit. All Travel & Entertainment Card transactions are paid automatically by the University (corporate bill); cardholders must reconcile card charges via Concur Expense.

Please keep in mind that the corporate billed Travel & Entertainment Card must have a UC San Diego billing and mailing address.

With a corporate billed card, there is no reporting to credit bureaus. You should not list this account as a personal line of credit.

See step-by-step instructions on applying for or canceling a UC San Diego Travel & Entertainment Card.

You can make unlimited charges for authorized business travel expenses on your Travel & Entertainment Card. This includes air, hotel, car rental, restaurants, taxis, parking, and telephone charges. In addition, there's a limited allowance for additional expenses for necessary purchases that fall outside of the Travel categories, which sometimes includes conference registration fees.  If you receive a decline when completing a transaction of this nature, and need to request a temporary limit increase please complete a Concur Card Action Request and select Limit in the Expense Type field.  Please fill out the details of the request such as the limit increase amount and the dates in the appropriate fields in Concur.

No. You will need to activate the card by calling Customer Service, (800) 344-5696. At the time of activation, cardholders will be prompted to self-select their card Personal Identification Number (PIN). 

Immediately call (800) 344-5696 to report it. The card will be closed and a new card with a new number will be issued and sent to you, overnight if requested. Check your transactions thoroughly to be sure all charges are valid, and report any unauthorized activity.

Contact Customer Service, (800) 344-5696, 24 hours a day, 7 days a week, 365 days a year.

Yes, call US Bank Customer Service at 1-800-344-5696, enter your account number, validate your identity, then follow the prompts to change your PIN.

The Financial Unit Approver's signature indicates that the employee requires the card to conduct official UCSD business. The Financial Unit Approver is required to ensure the employee's account remains current and if notified by the UC San Diego Travel & Entertainment Card Team the they must dedicate immediate resources to resolve any unreconciled transactions.

Transactions are paid automatically by UCSD on these corporate billed accounts. You are required to submit your expense report within 45 days of the completion of your travel or entertainment event date.

You can view your Travel & Entertainment Card transactions in Concur.  Travel & Entertainment Card cardholders with account activity can view recent transactions on Concur in the Manage Expense tab. Travel Delegates can view the traveler’s Travel & Entertainment Card activity when completing the Expense Report on Concur.

Once the Travel & Entertainment Card has been charged, the purchase cannot be removed from Concur. To avoid a violation notification against the cardholder, the financial unit approver and the cardholder should seek a refund from the supplier as the initial corrective action item.

If a refund cannot be provided, please notify the Travel & Entertainment Card team via the UC San Diego Services & Support portal with the following information:

• Cardholder’s name
• Last 4 digits of the card number
• Advise on what the department has done to ensure the cardholder is aware this type of purchase cannot be made with the Travel & Entertainment Card. Examples include:
  • Email to cardholder informing them of policy
  • Email to department providing training on restricted purchases
  • Written warning the card is at risk for suspension

The department can also choose to cancel the card if they believe this was intentional.

In a situation where an employee needs to pay the University back for a personal/non-reimbursable charge incurred on a Travel & Entertainment (T&E) Card, repayment will need to be charged to a specific IPPS chart string. IPPS has developed an interim solution. 

Note that if there is an amount owed to the cardholder on the same or subsequent Concur Expense Report that is equal to or greater than the Personal/Non-reimbursable amount, then it will automatically deduct the Personal/Non-reimbursable amount owed - and repayment by check is not needed. 

Please take the following steps to repay the University by check:

1. Create an expense report in Concur using the Personal/Non-reimbursable expense type for the specific transaction. After the expense report is submitted, approved and processed, it will create a credit memo in Oracle indicating that the employee owes funds to the University. Note: You do not need to reconcile a Personal/Non-reimbursable expense type on its own expense report; it can be processed with other transactions all on one report. 
2. Check Oracle for existing Credit Memos:
   • Oracle Home Dashboard > Click on Invoices (Payables) > Click Tasks on the right and select Manage Invoices > Click “Advanced” to open more search options > Search for Employee Name (Last Name, First Name) under the “Supplier or Party” field > Under “Add Fields” section, add “Invoice Type” as a searchable field then filter by Credit Memo.  Items listed as “Unpaid Amount” indicates amounts to be repaid.
3. Once you have identified the Credit Memo, please submit an electronic Cashiers Deposit Form (or ask your fund manager to submit) via Services & Support. Please do not print and mail the form.
4. Be sure to complete the Form with the information below.

   • DEPARTMENT

   • BUSINESS UNIT – e.g. UCSD Campus

   • DATE

   • EMAIL

   • RECEIPT TYPE: Miscellaneous

   • AMOUNT (with decimal)

   • TAX AMOUNT (if applicable)

   • REMITTANCE REFERENCE INFORMATION

   • CASH DEPOSIT - CHARTTSTRING(S)

     • Account code: OTHER

   • ADDITIONAL INFORMATION = “[Employee Name] [Invoice #] [T&E/P-]Card Personal Charge Repayment”

     • If multiple invoice numbers, try to fit as much of the Invoice #/Report IDs as possible on the form

     • See this Knowledge Base Article for assistance in finding the Concur Document Number

5. Because the charge was made on a centrally-billed University Card, it was paid by the University and the transaction resides in the UCSD Travel clearing account. You must complete the following fields and chart string to repay the proper UCSD financial unit.
   • CHART OF ACCOUNTS INFORMATION field MUST be populated with: 
     • Entity: 16150/Fund: 13001/Financial Unit: 5000051/Account: 101063/Funct: 000/Program: 000/Location: 000000/Project: 00000000/Activity: 000000/InterEntity: 000000/Future 1: 000/Future 2: 000

1. • CHECK TOTAL: The amount that is on the check

   • TOTAL DEPOSIT: Same amount as check total

2. Write a check payable to UC Regents and send it to the following address (either via USPS or Intracampus mail) and provide the CDS and/or Services & Support Case number with the check:

   • UC San Diego Cashier’s Office

     9500 Gilman Drive Mail Code 0009

     La Jolla CA, 92093-0009

After taking those steps, IPPS will ensure that the repayment will be applied against the Credit Memo.

We ask that if a personal purchase has been accidentally made on the Travel & Entertainment Card, please do not make a direct payment to US Bank as payments should never be made to US Bank by a Cardholder or Department.

If you need assistance with making a payment to the Cashiers Office, please contact the Cashiers Office directly.

After you have filed for dispute of a charge, the amount of that charge will be suspended. During the investigation, you do not need to pay the amount of the specific charge in dispute; however, you must pay the entire balance of charges that are not in question.

The process is simple:

Once you have registered for online access via U.S. Bank’s Access Online, simply:

• Log in to Access Online, go to My Personal Information> Account Alerts.
• Confirm or provide the mobile and email contact information.
• Accept the Terms and Conditions, and click Submit.
• Note: Scrolling through the short terms and conditions will activate the “I accept” box to appear.