Travel & Entertainment

US Bank Corporate Card User Guide

Using the Card

ACTIVATING YOUR CARD
To activate the card, call US Bank Customer Service (1-800-344-5696). You will be expected to provide your social security number and zip code. The card must be activated before using the first time. Shortly after receiving your card, you will be issued a Personal Identification Number (PIN) for using the ATM machines. To update your personal traveler profile, you may want to inform your travel agent and department travel coordinator of your US Bank card number.

TRAVEL AND ENTERTAINMENT CARD
We recommend you charge all of your UC Business air fare, shuttle services, rental car, registration fees, lodging and meal expenses to your card. 

LODGING
Hotel accommodations should be guaranteed using your corporate card. When canceling a hotel reservation, record the cancellation number to avoid no-show charges being billed to your card.

CAR RENTAL
When using the card for a car rental, the entire rental transaction must be paid with your US Bank card. It is important to remember to decline the rental car company’s collision damage waiver option or similar provision offered by the car rental company.

CASH
Cash for travel is obtained through member banks and ATMs. To locate the nearest ATM, please call 1-800-THE-PLUS or 1-800-VISA-911. For international travel, please place a collect call to the Visa Assistance Center, at 410-581-9994. Your PIN will be required.

There will be a fee for each cash withdrawal. The fee will be $2.00 or 2.5% of the cash amount, whichever is greater. Your maximum cash withdrawal limit is $200.00 per week. If the $200 limit is not sufficient, please contact Travel Accounting.

Cash obtained from a bank may be subject to the individual bank's surcharge fee. This fee will be reimbursed if proper documentation is submitted with the Travel Expense Voucher.

PERSONAL EXPENSES
Use of the US Bank Card is restricted to official business travel and entertainment expenditures; the card should not be used for personal expenditures.  The University reserves the right to review the detail of all transactions posted to the card

CARDHOLDER’S RESPONSIBILITIES
It is the cardholder’s responsibility to keep the balance on the account current or submit a travel expense voucher or Form 5 on a timely basis. The University Travel Office and the cardholder is notified by US Bank when an account become past due.  Failure to settle outstanding charges in a timely manner may result in the suspension and/or cancellation of card privileges.

Completing the Travel Expense Voucher for UC Business Expenses

REIMBURSEMENT FOR CASH WITHDRAWAL FEES
The amount of the cash withdrawal for business expenses and the cash withdrawal fee needs to be recorded in the REMARKS section of the Travel Expense Voucher. Please inform your Travel Coordinator of these amounts. If you do not know the fee amount at the time you are submitting your receipts, your travel coordinator will assist you.

DIRECT PAYMENT TO US BANK FOR BUSINESS EXPENSES
The Travel Accounting Office can reimburse your UC business expenses directly to US Bank. Please inform your Travel Coordinator of the payment amount. You may also indicate the amount on your department's Traveler Worksheet or on the actual receipts.

SUBMITTING THE TRAVEL EXPENSE VOUCHER
Original receipts are required for all air, rail and shuttle transportation expenses, itemized hotel expenses, registration fees, rental car expenses and all group travel expenses. Charge card receipts are not acceptable documentation of travel expenses.

Refer to the UCSB Travel Policy for daily maximum meal rates. However, if the costs of your meals are less than the maximum allowable, please claim the actual cost.

Please submit your Travel Expense Voucher even though you may not have received your monthly billing statement from US Bank.

Frequently Asked Questions with Answers

Will I be reimbursed for my cash withdrawal amount?
Business related expenses claimed on the Travel Expense Voucher will be reimbursed. Cash withdrawals in excess of the expenses will not be reimbursed.

If I decide to pay my US Bank business expenses, how quickly may I expect reimbursement?
Your reimbursement will be processed within 15 working days after your Travel Expense Voucher is submitted to the Travel Accounting Office.

When may I request a Travel Advance check?
You may request a Travel Advance check for those travel expenses incurred and due prior to the completion of your trip. Please submit a Travel Advance Request form with the appropriate travel approval, photocopies of receipts, and your First Bank statement reflecting the incurred expense.

Is the US Bank Corporate Card like other Visa cards?
No, the US Bank Corporate Card is a charge card and does not offer a revolving line of credit like Visa credit cards. The balance is payable in full before the next billing. Your US Bank card is to be used for business expenses only.

On what date does my statement generate?
Statements are generated on the 22nd of each month.

What if I do not recognize a charge or if I need information about a charge on my statement?
Please refer to your statement for instructions on billing inquiries or problems. US Bank must be notified, by you, no later than 60 days from the original statement date on which the charge in question appeared.

What is the minimum monthly payment?
There is no option to make minimum monthly payments with the US Bank Visa Card. The entire statement balance is due and payable within 30 days of the statement date.

When is a late fee charged?
Late fees are charged when there are charges 60 days past due. The late fee is 2.5% of all charges 30 days past due plus 2.5% of all charges 60 days past due. These fees are not reimbursable.

Are there credit limits?
All retail as well as travel and entertainment expenses can be charged up to the limit of $3,500. After combined charges reach $3,500, only travel and entertainment can be charged. There is no limit on travel and entertainment charges.

How will I know when payments are made on my behalf?
You will be notified of all payments made on your behalf.  If you have a campus directory E-Mail address the US Bank Direct Deposit Remittance Advice is sent you via email.  Otherwise you will receive a paper copy of the Remittance Advice through intra campus mail.

Lost or Stolen First Bank Corporate Travel Card

Immediately call US Bank Customer Service at 1-800-344-5696. A report will be filed and a new card with a new account number will be issued.

Corporate Card Credit Balance Refunds

Refund Processing

Refunds should only be granted under exceptional circumstances.
Credit balance refund steps include:

  1. Credit balance on Corporate Card is self-identified by department or cardholder
    - BFS is not able to identify instances when a credit balance needs to be refunded
  2. An email requesting a credit balance refund is sent to BFS by the department head, and includes:
    - Cardholder name
    - Last 4 numbers on Corporate Card
    - Amount
    - Reason
    - Specify if refund goes to UC Regents or to the cardholder
  3. BFS forwards request to US Bank via their online ticketing system
    - BFS processing standard for ticket entry is next business day
  4. US Bank processes refund request
    - US Bank processing standard is 2-3 business days
    - After processing, the refund is queued for US Banks month end check writing process; depending on the processing date, it may take up to 30 calendar days for US Bank to generate a refund check
  5. Refund check disbursement
    - For checks payable to UC Regents, BFS contacts department for general ledger information; deposits check
    - For checks payable to Cardholder, the check is mailed by US Bank to the Cardholders address on file with the bank