UCR

UCR Policies and Procedures

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Campus Policy Number: 900-05

Travel & Entertainment Corporate Charge Card

Policy Owner: Accounting Office

Effective Date: 4/1/2003

     

  1. PURPOSE
  2.  

    The Travel & Entertainment (T&E) charge card was implemented in order to facilitate the process of travel and related accounting. The primary advantage to the traveler is that most travel expenses--airline tickets, car rentals, hotels, meals, etc. can be charged without restrictions and the need to carry cash is reduced substantially. Card holders may also charge personal expenses; however, the card holder is solely liable for all charges incurred. The principal advantage to the University is the reduction in the number of travel advances which saves money, both in processing costs and interest expense on the reserve balance.

    The University has contracted with US Bank for a VISA card effective April 2003.  We used the American Express card from September 1985 to March 2003.  We have also retained American Express for a Business Travel Account (BTA) so we can participate in the State Air fare program (see section G below).

     

  3. ELIGIBILITY
  4.  

    All active employees (staff, academic, student) eligible to travel on University business.  The Department head need to verify that the employee will take one or more trips annually on University business before authorizing an employee for a card. 

    Separated employees are not eligible.  Upon separation, an employee's card will be cancelled automatically within thirty days by the Accounting office.  Please cut the card into small pieces and discard it. 

    Card Issuance and Renewal

    Eligible employees may apply at any time.  Application forms are available at the Accounting office website at: http://accounting.ucr.edu/forms/usbankapp.rtf.   Please complete the form, ask your department head to approve it and return it to the Accounting office.  It may take two/three weeks before you receive your new card in the mail at the address furnished on the application form.  

    Cards are automatically reissued every three years.  They are mailed directly to all cardholders with open accounts in good credit standing.

     

  5. COST AND LIABILITY
  6.  

    There is no cost to the individual employee. There is no annual fee.

    The individual card holder is totally liable for the payment of charges for both University and personal travel. Card holders are billed at their home address for all charges.

     

  7. POLICIES AND PROCEDURES
  8.  

    Current policies pertaining to statewide, out of state and foreign travel still apply, as does the requirement for the traveler to submit a correct Travel Expense Voucher. The University will reimburse the card holder/traveler for University travel upon receipt of a properly documented/approved Travel Expense Voucher. A promptly submitted (within twenty-one days) travel expense voucher should permit receipt of University reimbursement prior to receipt of the corporate card bill.

     

  9. US BANK VISA USERS' GUIDE
  10.  

    The US Bank Visa card Users' Guide is available online to every card holder at: http://accounting.ucr.edu/usbankvisa-usersguide.htm. You can also reach US Bank Customer Service at: 1-800-344-5696.  The Users' Guide has information on the following topics:

       

    1. Eligibility
    2.  

       

    3. Member Benefits
    4.  

      Card Issuance and Renewal, Spending Guidelines, Card Replacement/Lost or Stolen Cards, Card Cancellation, Billing Statements and Options, Liability, Dispute Procedures,  Foreign Currency Conversion.

       

    5. Cash Disbursement
    6.  

      Acceptance by Merchant, ATM and Member Offices, Cash Advance Access, Travelers Checks, Personal Checks.

       

    7. Insurance
    8.  

      Auto Rental Insurance, Travel Accident Insurance, Lost or Stolen Baggage Coverage & Assistance

       

    9. Travel and Emergency Assistance
    10.  

    Emergency Assistance, Pre-trip Assistance, Translation Service, Guaranteed Hotel/Motel Reservation Service, 24-Hour Locator Service.

     

  11. FREQUENTLY ASKED QUESTIONS
  12.  

    Please log on to this web site for the FAQ about US Bank Visa corporate card:   http://accounting.ucr.edu/usbankvisa-qa.htm.

     

  13. STATE FARES
  14.  

    The State of California has a contract with selected airlines for special negotiated rates and conditions covering certain specific routes known as City Pairs.  These City Pairs cover many of the most frequently traveled routes between cities inside and outside of California.  These special rates and terms, known as State fares or YCAL fares are available to all employees traveling on University business.  This program can only be processed through a state approved travel agency.  We have partnered with Canyon Crest Travel agency for this program.  Charges are processed through our American Express Business Travel Account (BTA) with the following requirements:

    • Tickets must be purchased through Canyon Crest Travel agency.  Canyon Crest travel is an approved travel agent for this program through the State of California.  The other two state approved travel agencies in the Riverside area are Maxima Travel and Travel Advisors.  We do not have any agreement with these travel agencies at this time.

    • Payment must be made through a Sub-Purchase Order payable to the American Express BTA.  To obtain a ticket on a YCAL fare, just call Canyon Crest Travel at (909)788-7611.  The travel agent assisting you will ask you for a sub-purchase order number in order to finish the booking.  Please ask your departmental Travel Assistant/ Purchase Order transactor to initiate the sub-purchase order under the name of "AMERICAN EXPRESS BTA" (Vendor number - 0000032435). 

    In addition to the negotiated rates (which are often  lower than regular fares), State fares also have the following advantages:

    • No advance booking requirements - book and fly the same day at no additional cost.

    • No overnight or weekend stays required - depart and return the same day at no additional cost.

    • No penalties for reservation changes - reschedule whenever necessary without penalty.

    • No cancellation penalties - get a full refund or credit for the cost of unused tickets.

    • Provides $200,000 of Business Accident Insurance

    • Provides Baggage Insurance ($1,250 for checked baggage, $500 for carry-on luggage)

     Click here for 2002-2003 CALIFORNIA CITY PAIRS (one-way fare) 

    Click here for 2002-2003 OUT-OF-STATE CITY PAIRS (one-way fare)

    For more information about this program, logon to the State of California, Fleet Administration web site.

     

  15. CONTACTS
  16.  

    All questions regarding this policy should be referred to the Accounting Office - Travel Section, x8-3304.

     

  17. REFERENCES
  18.  

    UCR Policy and Procedure 900-20 - Travel - Policy, Procedures and Regulations

    UCR Policy and Procedure 900-40 - Travel and Cash Advances

    UCR Policy and Procedure 200-44 - Entertainment Expenses

    US Bank Visa Users' Guide

    US Bank Visa Frequently Asked Questions

    US Bank Visa Application Form