Eligibility & Application

The Travel and Entertainment (T&E) Card is available to eligible individuals with an ongoing University business need. Applicants must have Concur access, complete the required training, and receive departmental approval before a card can be issued.

Who is eligible?

Separated employees and students who have left UCR or no longer have an active appointment are not eligible to retain a T&E Card.

Before applying

Complete these requirements before submitting the Card Request:

1. Ask your department’s Systems Access Administrator (SAA) to provide the required Concur access.
2. Confirm that your mailing address is correct in UCPath.
3. Complete the required T&E Card training in UC Learning.
4. Save proof of training completion to attach to the Card Request.
5. Confirm with your supervisor or Department Head that the card is appropriate for your anticipated University travel and business needs.

How to apply

1. Sign in to Concur.
2. Create a New Concur Card Request.
3. Complete the applicant and card-delivery information.
4. Attach proof that you completed the required T&E Card training.
5. Complete the T&E Card attestation confirming that the card will be used only for authorized University business.
6. Submit the request for approval.

The request routes to the traveler’s supervisor, when applicable, and the designated Department Head for approval. Additional review may be required based on the applicant’s appointment or departmental practices.

Receiving the card

Approved cards generally take two to three weeks to arrive. The card will be mailed to the address entered in the Concur Card Request, which must match current information in UCPath.

After receiving the card:

• Follow the enclosed instructions to activate it.
• Establish or retain the card PIN.
• Register for U.S. Bank Access Online to view account activity and statements.
• Store the card securely and do not allow another person to use it.

T&E Card training and finance training resources

Card Use & Guidelines

Use the T&E Card only for authorized University travel, business meetings, hosting, and entertainment expenses. Using the card does not automatically make an expense allowable. Each purchase must comply with University policy, funding restrictions, required approvals, and documentation requirements.

Common T&E Card expenses

Expenses that should not be charged to the card

Do not use the T&E Card for:

• Personal purchases or personal portions of a business trip
• Expenses for a spouse, companion, or family member
• Fines, citations, penalties, or other personal liabilities
• Goods or supplies unrelated to authorized travel or business entertainment
• Contracts or agreements that have not received required review
• Event equipment, decorations, flowers, or similar items
• Expenses prohibited by University policy or the applicable funding source

Review the Payment Card & Restricted Items Matrix before making an unusual purchase or when the appropriate payment method is unclear.

Paying for another person

The T&E Card is issued for the cardholder’s individual business expenses. A cardholder may pay for another traveler only when the cardholder:

• Is an approved Team Leader making arrangements for team travel; or
• Is authorized to make purchases for an approved UCR-hosted business meeting or entertainment event.

Do not share the physical card, card number, PIN, security code, or other payment credentials with another person.

Before completing a purchase

Confirm that:

1. The expense has a clear University business purpose.
2. Required approvals are complete.
3. The vendor and payment method are appropriate.
4. Any contract or terms requiring acceptance have received the required review.
5. The expense is permitted by the funding source.
6. An itemized receipt or equivalent documentation will be available.

Foreign-currency transactions

Transactions processed in a currency other than U.S. dollars are converted to U.S. dollars using the applicable conversion rate. A foreign-currency fee of up to 3% may be included in the converted amount.

Retain the receipt showing the original currency and reconcile the amount that imports into Concur.

Card Maintenance

Cardholders are responsible for protecting the T&E Card, keeping account information current, reviewing card activity, and reporting account problems promptly.

Managing the card

Statements and billing cycle

UCR’s T&E Card billing cycle ends on the sixth day of each month. Electronic statements are available through U.S. Bank Access Online.

Cardholders should review card activity regularly to:

• Identify unfamiliar or potentially fraudulent transactions
• Confirm that credits and refunds have posted
• Ensure all charges have imported into Concur
• Identify expenses that still need to be reconciled

Spending guidelines

U.S. Bank and UCR may establish a different limit based on University business needs, departmental approval, account history, or risk considerations.

Emergency cash advances

A cash advance may be used when a cardholder is on University travel status and emergency cash is necessary. It should not be used as a routine alternative to card payment.

The cash-advance fee is 2.5%, with a $2 minimum and $10 maximum for ATM advances. Retain documentation showing the amount withdrawn, related fees, business purpose, and use of the funds.

When a cardholder separates or no longer needs the card

Begin the card-closing process as soon as a cardholder’s separation is known or the card is no longer needed. Departments have up to 75 days from the UCPath termination date to clear outstanding transactions, but should not wait until the end of that period to begin.

Complete the steps in this order:

1. Close the card in Concur - Submit the appropriate Concur request to close or cancel the T&E Card and stop using the card.
2. Reconcile and submit all outstanding expenses - The cardholder or assigned Concur Delegate must add every outstanding transaction to the appropriate Expense Report, attach the required documentation, and submit the reports for approval.
3. Remove the cardholder’s access - After all outstanding expenses have been reconciled and submitted, the department’s Systems Access Administrator (SAA) removes the cardholder’s applicable access and role in EACS.

Do not remove the cardholder’s EACS access or role before the Expense Reports are completed and submitted. Removing access too early may prevent the Concur Delegate from completing the reports.

After the account closure is confirmed, cut the physical card into small pieces and discard it.

For detailed instructions, review the Closing or Canceling a University Card—PCard or T&E Guide.

Reconciliation & Compliance

Every T&E Card transaction must be reviewed and assigned to an Expense Report in Concur. Cardholders must provide complete documentation and submit the Expense Report within 30 days after the related trip or event ends.

The cardholder remains responsible for the accuracy, allowability, and timely reconciliation of every charge, even when a Concur Delegate prepares the Expense Report.

How to reconcile T&E Card charges

1. Review the transactions imported into Concur.
2. Add each transaction to the Expense Report for the correct trip, event, or business purpose.
3. Confirm that the transaction amount and merchant information are accurate.
4. Select the appropriate expense type.
5. Enter a clear University business purpose.
6. Assign the correct Chart of Accounts and funding source.
7. Attach the required receipts and supporting documentation.
8. Identify and separate any personal, unallowable, or nonreimbursable amount.
9. Submit the Expense Report for approval within 30 days after the trip or event ends.
10. Monitor the report and respond promptly if it is returned for correction.

Required documentation

Depending on the expense, supporting documentation may include:

• Itemized receipt or final vendor invoice
• Business purpose
• Dates and location of the trip or event
• Approved Pre-Trip Request or Concur Trip ID
• Event agenda, invitation, or conference program
• Attendee names and business relationship
• Required exceptional approvals
• Price comparison or business-only comparison
• Contract or Procurement approval
• Explanation of an unusual circumstance or missing receipt
• Documentation supporting the selected funding source

Missing receipts

If documentation for a card transaction is missing, first request a duplicate from the merchant. If it cannot be obtained, follow the When a required receipt is missing guidance before submitting the Expense Report.

Monitoring T&E Card activity

Departments should use Concur reporting tools below to monitor both who has an active University card and which card charges remain unresolved. Access information for both reports is available on the BFS Finance Reports webpage.

Transactions that remain undistributed may be redirected automatically to the department’s default Chart of Accounts. If the default account uses a restricted fund, such as a contract or grant, the charge may instead be directed to the department’s operating fund.

Responsibilities by role

With the flexibility of a University card comes shared responsibility for appropriate use, documentation, reconciliation, review, and departmental oversight. No individual may approve their own T&E Card expenses. Departments must maintain appropriate separation between purchasing, reconciliation, and approval responsibilities.

Personal charges made in error

The T&E Card may not be used for personal expenses. If a personal charge is made accidentally:

1. Identify the personal amount in the Expense Report immediately.
2. Do not assign the amount to a University funding source.
3. Repay the University as directed (see Personal Expenses Charged to a T&E Card), using a personal check payable to UC Regents.
4. Attach documentation of the repayment to the Expense Report.
5. Submit the report promptly for review.

Repeated, intentional, or unrepaid personal charges may result in cancellation of the card, collection activity, payroll deduction as permitted by the card agreement, or other corrective action.

Charges belonging to a separated employee

If outstanding charges remain after an employee separates:

1. Begin the card-closing and reconciliation process immediately.
2. Identify the Concur Delegate who will prepare the outstanding Expense Reports.
3. Identify the Financial Approver and any applicable Pre-Approver.
4. Attach all available receipts and supporting documentation.
5. Submit a ticket through the Finance and Administration Support Portal if assistance is needed.
6. Do not remove the applicable EACS role before the outstanding Expense Reports are completed and submitted.

Departments have up to 75 days from the UCPath termination date to clear outstanding transactions. Removing access too early may prevent the Concur Delegate from completing the reports.

Review the Closing or Canceling a University Card—PCard or T&E Guide for detailed instructions.

Insurance & Protections

The T&E Card includes certain U.S. Bank and Visa protections when eligibility and payment requirements are met. These card benefits are separate from UC travel insurance, UC Away registration, and other University travel-assistance programs.

Travelers should review the applicable card benefits and the UCR Travel Risk and Insurance Programs before departure.

Card benefits

All benefits are subject to the current U.S. Bank or Visa benefit terms, exclusions, documentation requirements, and claim deadlines.

Rental vehicle coverage

Follow UC rental-vehicle requirements before relying on the card’s collision-damage benefit. UC-contracted rental rates may include insurance provisions that differ from rentals booked outside the UC program.

If an accident, theft, or vehicle damage occurs:

1. Contact the rental company and local authorities when appropriate.
2. Contact the Benefit Administrator promptly.
3. Retain the rental agreement, final rental receipt, accident report, repair estimate, photographs, and other requested documentation.
4. Notify UCR through the required vehicle-accident and travel-reporting processes.
5. Follow all claim-submission deadlines provided by the Benefit Administrator.

Lost or stolen luggage

Report missing luggage to the carrier immediately and obtain a written carrier report. Retain the ticket, itinerary, baggage checks, purchase documentation, carrier settlement, and an itemized list of the missing property.

Contact the Benefit Administrator promptly because reporting and claim-submission deadlines apply.

Benefit and emergency contacts

Contact the appropriate administrator as soon as an incident occurs. Do not wait until the trip ends to report a lost card, vehicle damage, missing luggage, or another event that may result in a claim.