UCLA School of Law
USBank Travel and Entertainment (T&E) Card Reference Guide
About the USBank Travel and Entertainment Card • What it is: The Travel and Entertainment Card is a Visa provided by US Bank • Purpose: The Travel and Entertainment Card is intended to provide University employees with a tool to charge business-related travel and entertainment expenses including lodging, transportation, and meals. Note: the card is not intended for personal use. • Card Fees: There is no annual fee. Cash advance fees are reimbursable. Late fees or penalties are not reimbursable. • Payment: There are two options for payment: o If complete documentation is submitted in a timely manner, the Accounting Office can pay US Bank directly. The benefit is that there is no out of pocket expense to the cardholder. Cardholders are encouraged to utilize this payment method. o Alternatively, cardholders may pay US Bank directly and then seek reimbursement. Note: regardless of the payment method, it is the cardholder’s responsibility to ensure that full payment is made in a timely manner. Cards with balances outstanding for more than 60 days will be cancelled without the opportunity for reinstatement. • Documentation: Original itemized receipts of what was purchased and proof of payment are required. Documentation requirements are the same regardless of the payment method. Please submit all documentation to your Accounting Office contact. For more information, please refer to the “Travel Reference Guide” and the “Entertainment Reference Guide.” • Billing Cycle and On-line Access: The cycle date is the 25th of every month. You can view your account activity and billing statements through AccessOnline. The website address is: https://access.usbank.com/ and enter UofCA for Organization Short Name. Benefits of the Travel and Entertainment Card • Direct payment by the Accounting Office as noted above under “payment.” • Access to your account information on the Web, through AccessOnline. • Ability to obtain cash advances from more than 300,000 ATMs worldwide with the fee reimbursable. • Card acceptance worldwide. • Automatic insurance coverage when the fare has been paid by the Corporate Card: o Luggage Insurance for lost or damaged luggage during travel. o Accidental Death & Dismemberment coverage of $500,000 while traveling by airplane, taxi, bus, or boat. How to Get a Travel and Entertainment Card • Print out the T & E Card application form from the Travel website. • Obtain the signature of your organization administrator and submit the completed application to the UCLA Travel Center at: 10920 Wilshire Center, Suite 130, Mail Code 143348 or fax to (310) 7943509. Contact Information • U.S. Bank – 24 hrs/day (800) 344-5696 • UCLA Travel (310) 206-2639 www.travel.ucla.edu
Updated: Summer 2007