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Travel Event Planner (TEP) Card Use and Benefits

The TEP card is issued to department event coordinators and offers a single payment method for non-employee group travel and conference or event planning expenses.

Benefits of using the TEP include:

  • Centrally billed card program.
  • Ability to capture and evaluate group travel and conference costs.
  • UC San Diego Department is responsible for all charges against valid cards. However, cardholders are obligated to use the TEP card responsibly.
  • Access to UC-negotiated airfare through the Balboa Travel's online booking tool in Connexxus
  • Accident insurance: You receive $500,000 travel accident insurance coverage when you purchase air, bus or rail tickets with the TEP card.
  • Lost baggage coverage: You are eligible to receive up to $1,250 in lost baggage coverage for domestic and international travel when you purchase air or rail tickets with the TEP card. This coverage is secondary to carrier indemnity coverage.
  • Document retention and access to transaction receipts and documentation using the Attachment Tool in EC Manager.
  • TEP transaction and cardholder queries available in FinancialLink Queries.

See TEP card overview to apply for the card and learn about roles and the reconciliation process.

Follow guidance below for the use and restrictions related to the TEP card:

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Conference or meeting space

  • Vendor contracts and insurance requirements may apply and must follow UC policy, including review by the appropriate Procurement and Contracts specialist, when necessary.  If there is an agreement, do not sign it as you risk personal liability. (Read more information about signing contracts.) Contact Procurement & Contracts.  The typical turnaround time for most agreements is one to two business days.

Note: While Procurement & Contracts approves an agreement with a service provider generally, the TEP card may still be used to make a deposit or payment.

Catering

Reminder, If there is an agreement; do not sign it as you risk personal liability. (Read more information about signing contracts.) Contact Procurement & Contracts.  The typical turnaround time for a most agreements is one to two business days. While Procurement & Contracts approves an agreement with a service provider generally, the TEP card may still be used to make payment.

Airfare

Lodging

  • Vendor contracts and insurance requirements may apply and must follow UC policy, including review by the appropriate Procurement and Contracts specialist, when necessary.  If there is an agreement, do not sign it as you risk personal liability. (Read more information about signing contracts.) Contact Procurement & Contracts.  The typical turnaround time for most agreements is one to two business days.

Note: While Procurement & Contracts approves an agreement with a service provider generally, the TEP card may still be used to make a deposit or payment.

Transportation

Only the following UCSD contracted transportation suppliers can be charged to the TEP card:

Restricted items

Items that cannot be purchased with the TEP card include but are not limited to:

Note: click on the item to find the appropriate payment method

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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).