About the Travel and Entertainment (T&E) Card
The Travel and Entertainment (T&E) Card is a Visa credit card issued by U.S. Bank and available to eligible UC Riverside employees. It is intended for University-approved travel and business-related expenses and operates as a corporate liability card, meaning all charges are paid directly by the University. This reduces the need for out-of-pocket spending, but cardholders remain responsible for reconciling all expenses through an expense report in Concur Travel & Expense (Concur) within 30 days of completing a trip or event.
As of July 2023, UC Riverside transitioned all cardholders from personal liability cards to this upgraded corporate liability program. Existing personal liability cards were deactivated, and new applications were required to issue corporate T&E Cards. The card should be used for eligible travel, hosting, and entertainment purchases—such as airfare, lodging, ground transportation, car rental, meals, and other business meeting expenses.
Card transactions automatically import into Concur, the University’s travel and expense system, making reconciliation and reporting more efficient. The T&E Card also supports access to emergency cash advances while on official university travel.
Key benefits include:
- The University pays the full card balance each billing cycle
- Reduces the need for employee out-of-pocket payments
- Transactions integrate directly into Concur for streamlined reconciliation
- No late fees
- Departmental approvers can view card activity
💡 Note: The T&E Card is for individual use only. Cardholders may not use the card to pay for others unless they are an approved Team Leader making arrangements for team travel or authorized to make purchases for UCR-hosted business meetings or entertainment events.
For guidance on what expenses are appropriate for a T&E Card versus a Procurement Card (PCard), please refer to the Card Payment Matrix.
Eligibility
To be eligible for a Travel & Entertainment Corporate Card (a university-sponsored card), you must be either a full time UC Riverside career or contract employee, graduate student with an active UCR appointment, or an undergraduate student with an active UCR appointment in UCPath that has received approval from the departmental Chief Financial Administrative Officer (CFAO). Individuals must complete the required online Travel and Entertainment Card training in UC Learning. Proof of completed training is required to be attached as supporting documentation to the Card Request. The traveler’s supervisor (if applicable) and the designated Department Head (card approver) need to verify that the employee will take one or more trips annually on university business before authorizing the employee to receive a card.
Separated employees and students that have left UCR or no longer have an active appointment are not eligible. Cardholder and departments must initiate a Concur request to Close/Cancel the card and the Accounting Office will close the card with US Bank. All outstanding expenses must be reconciled via an Expense Report in Concur prior to the employee’s profile becoming inactive in Oracle. Please cut the card into small pieces and discard it.
Applicant understands that this card is to be used for business charges only and that Individuals issued a T&E Card are responsible for substantiation for all charges incurred on that account. In the case of inappropriate use or failure to reconcile expenses paid by UCR, outstanding transactions may be charged to the Default Chart String associated with the traveler; the traveler’s business unit will be responsible for the related collection activities.