Travel & Entertainment Card

Travel & Entertainment Card Use and Benefits

The Travel & Entertainment (T&E) card covers almost all business travel-related expenses, including lodging, food, conference fees, car rentals, fuel, and ground transportation. (We strongly recommend that airline reservations be handled through the UCLA Travel Center to avoid the need for requesting reimbursement.) 

The T&E Card should not be used for other types of business expenses and should never be used for personal charges of any kind. If you have any questions about what expenses can be paid using the T&E Card, please contact the Business Office for assistance. 

UCLA employees are expected to use the T&E Card and related ATM cash withdrawals only for travel and entertainment expenses that are related to University business and reimbursable under University policies. The T&E Card is accepted worldwide and allows access to over 300,000 ATMs. It interfaces with the UCLA web-based expense management system, Concur (Express), eliminating the need for paper vouchers and speeding up the reimbursement process.

The Travel & Entertainment Card is used to pay for:

  • Official UCLA business travel services for the cardholder, eliminating out-of-pocket expenses.  
  • Entertainment expenses when the cardholder is acting as the host of official University-sponsored business entertainment.

Note: The card is not to be used for personal use. Membership fees, license renewals, subscriptions, supplies (when not on official travel) cannot be purchased using the T&E Card. 

Use of the Travel & Entertainment (T&E) Card is limited to business travel and event expenses that will be paid directly from the University to US Bank via expense report in Concur. For instructions on how to submit an expense report please visit Travel & Entertainment Reimbursements. 

After the card is used, it takes around 2-3 business days for the card transactions to post under your Available Expenses in Concur. You will receive an email with the subject “Concur Alert: Unassigned US Bank T&E Card Transactions.” You are required to submit your expense report within 45 days of the completion of your travel or entertainment event date. Please see Travel & Entertainment Reimbursementsfor instructions.

Timely Reconciliation of Transactions

All card transactions are required to be reconciled via Concur upon completion of the travel or entertainment event. They must be reconciled within 45 days from the trip or event end date. Please ensure your request is submitted as soon as possible for timely processing. (see instructions)

Please Note: Concur/Express emails will be sent from an @concursolutions.com domain. Please ensure your spam/junk mail settings are updated to allow these as a safe sender.

Notifications sent from: AutoNotification@concursolutions.com

Reminders sent from: EmailReminderService@concursolutions.com

Supervisors are copied on certain email reminders; this setting cannot be changed.

Airline Tickets Purchased Using the T&E Card

Advance reimbursement is not possible if an airline ticket is charged to the traveler’s T&E Card. We encourage you to direct-bill all business travel airfare via a Concur Request ID. The UCLA Travel Center can pay your airfare in advance via the direct billing system.

Responsibility for Paying the Bill

The ultimate responsibility lies with the individual cardholder; three payment options are available. All charges must be paid in full each billing period. You can make a payment by:

  • Submitting your reimbursement request to the Business Office for processing (see instructions)
  • Mailing a check to Corporate Payment Services.
  • Pay-by-Phone using the number on the back of your card.

You can review your payments through Access Online, U.S. Bank's online account management system. Payments appear in this system as soon as they post.

Note: Late fees and penalties are not reimbursable; it is the cardholder’s responsibility to ensure that payments are made on time.

Late Fees and Penalties

In the event that your payment is not received and posted within sixty (60) days from the end of the billing cycle, the cardholder will be billed a late payment fee based on the outstanding balance. This fee equals 2.5 percent of the outstanding balance. 

Late fees or penalties incurred on the T&E Card are not reimbursable, so it is important that you take the steps necessary to ensure that your bill is paid on a timely basis.

Conversion Rates for International Travel

Conversion rates are determined on the day U.S. Bank receives the transaction. U.S. Bank calculates the rate by averaging the government mandated rate and the wholesale market rate. The cardholder will see an exact conversion rate on his or her monthly statement. To receive an approximate conversion rate or U.S. dollar amount on a posted transaction, contact U.S. Bank Customer Service. (800) 344-5696