UC San Diego SearchMenu

Travel Event Planner (TEP) Card Roles

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

UCSD's Travel Event Planner (TEP) card is a Visa card issued by U.S. Bank to employees who coordinate group travel, conferences, or activities for UCSD.

TEP card roles:

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

Expand all

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.

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 contracts 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 email notifications and monitoring designated accounts.
  • Terminates inactive cards.
  • Trains members of your work group on your department's fiscal requirements.
  • Performs an independent review of all TEP card transactions for cardholders assigned to them.
  • Ensures documentation is attached to all TEP card transactions.

Transaction reviewer

  • Applies 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.
  • Reviews TEP card transactions.
  • Works with cardholders to ensure charges are recorded correctly in FinancialLink.
  • Ensures documentation is attached to all TEP card transactions.

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 email notifications.
  • Understands terms and conditions of department funding sources.
  • Verifies contract review with DBO before authorizing payment to a vendor.

Expand all

Notice: UC San Diego policy for travel, and for meetings, entertainment and hosted events, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF). The source for meetings, entertainment and hosted events is UC Expenditures for Business Meetings, Entertainment, and Other Occasions (PDF).