The Corporate Travel Card is available to employees who travel on official University businesses, and should be used only for University related travel expenses, or local meeting and entertainment related expenses. Any travel related expense can be charged to the Corporate Travel Card such as airline tickets, hotel reservations, conference registrations, car rentals, and meals while on travel status. In addition, the card may be used for local meeting and entertainment related expenses. The issuance of the card is based on an individual's credit score and incurs personal liability.
U.S. Bank provides and supports the VISA card issued as the University's Corporate Travel Card.
Card Issuance and Renewal
Complete the Corporate Travel Card Application form, obtain department head or department manager approval and return the form to the Controller’s Office Accounts Payable (Box 0812) – Corporate Card Administrator.
Processing of the application and issuance of the card by U.S. Bank takes approximately two weeks. The new card will be mailed to the address indicated on the application form.
Replacement cards will be automatically reissued every three years, and mailed directly to all cardholders with open accounts in good credit standing.
Delinquencies for the U.S. Bank Corporate Card are handled as follows:
- 0-30 days - The 1st billing statement is sent to cardholder on the 25th of the month. Payment should be received before the 2nd cycle date (e.g., statement date).
- 31-60 days
- (2nd billing statement) A 30 days past due notice is printed on the employee statement.
- At 41 days past due a computer generated notice is sent to the cardholder advising that their charging privileges could be suspended.
- At 51 days past due a second computer generated notice is sent to the cardholder advising that their charging privileges will be suspended at the next billing cycle (3rd statement).
- 61-90 days
- (3rd billing statement) A 2.5% delinquency fee is assessed on the unpaid past due balance. The account is suspended on the 61 st day for further charging privileges. Normally, the account is reinstated if payment is received for the past due amount.
- (4th billing statement). Attempts will be made to contact the cardholder.
- 91+ days
- (4th, 5th, and 6th billing statements) A 2.5% delinquency fee is assessed on the unpaid past due balance at 90 days (4th billing statement).
- The account is canceled at 91 days.
- Collection calls follow during the period 91-150 days.
- At the 151st day past due the account is charged-off and turned over for collection by an outside agency.
Card Replacement/Lost or Stolen Cards
Cards can be replaced within 24 hours in the U.S. and one business day elsewhere provided the request is logged before 2 p.m. CDT. Replacement requests after 2 p.m. CDT will add 24 hours to U.S. replacement and one business day to replacement outside of the U.S. The cardholder calls the toll-free Customer Service Center at 1-800-344-5696 or the VISA Assistance Center (VAC) to report the incident and request emergency replacement. There are no replacement fees and neither UCSF nor the cardholder is responsible for fraudulent charges made to the promptly reported lost or stolen card. If the cardholder requires interim funds or assistance, the VAC can authorize a cash advance at a local bank or a stay at a local hotel.
Accounts will be suspended immediately and canceled whenever U.S. Bank is contacted by the cardholder or UCSF Accounts Payable Travel unit. Call U.S.Bank at 1-800-344-5696. Once the card is suspended or canceled, the vendor will receive a denied authorization at the point-of-sale.
Billing Statements and Options
Paper statements will be sent to each cardholder at the end of each billing cycle. Our billing cycle ends on the 25th of every month. The statement lists all charges made on the account.
Each cardholder receives his or her own billing statement on a monthly basis and is solely responsible for payment of the balance due before the end of the monthly billing cycle (approximately 30 days).
With Individual Liability, the cardholder is solely liable for payment of all charges. UCSF will reimburse the cardholder for legitimate business expenses as soon as the expense report is submitted and processed. Alternatively, you can "drag" your Corporate Travel Card business travel expenses into your MyExpense reimbursement report and UCSF will pay U.S. Bank directly. Expense reports should be created and approved timely to ensure that payment to U.S.Bank is processed and sent prior to your card payment due date. When submitting your Corporate Travel Card charges for local meeting and entertainment expenses, you will need to select the Meeting and Entertainment expense type and complete the necessary fields in MyExpense. If applicable, ensure exceptional approvals are obtained through MyAccess workflow or submitted as an attachment in supporting documentation of MyExpense.
Most often, disputes are initiated by calling U.S. Bank’s 24-hour customer service line at 1-800-344-5696 and requesting the change. Charge disputes are governed by VISA Regulations, which provide instructions for action and timeliness, by type of dispute. Formal disputes are usually resolved within 30 days of initial contact. In order for a dispute to be processed, the cardholder must notify U.S. Bank in writing within 60 days from the date of the first statement on which the item was billed to preserve their billing rights. Upon receipt, U.S. Bank begins researching the disputed item. During the research period, the item is put into suspension until a decision is reached. Within 10 days, a follow-up letter is sent to the cardholder by a representative specially assigned to the dispute. A response must be received at U.S. Bank by the date indicated on the follow-up letter, or the item is removed from the dispute process.
The timeline of an average dispute is:
Day 1-5: Cardholder identifies questionable item on statement. Cardholder notifies U.S. Bank by phone, fax, or mail (if by phone, authorization letter is mailed for cardholder signature). Within 2-3 days, a file is completed for each dispute. Within 5 business days, the file is assigned to a researcher.
Day 6-15: Researcher reviews the dispute request to identify VISA regulation governing the transaction. If required, researcher orders photo.
Day 16-30: Researcher receives cardholder authorization. Researcher reviews file and determines if item is valid or invalid cardholder charge. If a charge is found to be invalid, the researcher credits the cardholder account, charges the item back to the merchant bank, and sends a letter to the cardholder notifying them of the dispute resolution. If the charge is determined to be valid, the research removes the item from dispute and sends a letter to the cardholder notifying them of their responsibility to pay the charge.
Foreign Currency Conversion
A foreign currency fee is assessed for transactions processed in any currency other than U.S. Dollars. In the calculation, the transaction amount is converted to equivalent U.S. Dollars using a wholesale, or government-mandated, conversion rate. A fee of up to 2 percent is assessed and calculated into the rate.
Acceptance by Merchant, ATM and Member Offices
U.S. Bank Commercial Cards are accepted at a large number of merchant, ATM, and member offices worldwide.
Cash Advance Access
The U.S. Bank cash advance program is funded by U.S. Bank and features the world’s largest cash access network. The cash advance fee offered to UCSF is 2.5% with a $2 minimum on ATM advances.
Travelers checks may be purchased using the U.S. Bank Corporate Card at most of the more than 408,000 VISA member banks worldwide.
Personal checks of up to $250 may be cashed at 1) hotels where the VISA card has been used for registration, or 2) at VISA member banks.
Auto Rental Insurance (full value)
Worldwide full value primary Auto Rental Insurance covers collision, theft, vandalism, appraisal fees, and loss of use when the rental is paid with the U.S. Bank Corporate Card. There is no additional charge for this coverage. You can eliminate internal self-insurance or auto agency insurance expenses by using the U.S. Bank Corporate Card.
Travel Accident Insurance
Common Carrier Travel Accident Insurance is primary coverage, protecting against losses caused by a) a common carrier accident, or b) an accident incurred on the way to or from the terminal in a common carrier (i.e. taxi, bus, or airport limousine), provided the air ticket was charged on the U.S. Bank Corporate Card before departure for the terminal.
This insurance is provided to cardholders automatically when their entire travel fare(s) is charged to their corporate account. The insurance applies to the cardholder, his/her spouse, and his/her children while traveling worldwide for business purposes. Common carrier tickets purchased for fellow employees and tickets acquired with redeemed frequent flyer points or coupons are also covered.
Lost or Stolen Baggage Coverage and Assistance
UCSF’s cardholders are eligible for up to $1,250 of secondary baggage coverage when the common carrier ticket is purchased with the U.S. Bank Corporate Card. Reimbursement is made only if the common carrier makes a monetary reimbursement and not for other considerations.
The U.S. Bank cardholder may receive immediate shipment of replacement items, a cash advance required as a result of the loss of luggage, and claims assistance when luggage is lost while traveling and the carrier is unable to locate it. Note: this is not lost luggage insurance.
Travel and Emergency Assistance
U.S. Bank cardholders around the world have access to emergency assistance by calling the VISA Assistance Center (VAC) toll-free. For the nearest U.S. location, please call 1-800-THE-PLUS or 1-800-VISA-911. When traveling internationally, please call the VISA Assistance Center collect at 410-581-9994. Most of these services are available at no extra fee. Some services, such as Roadside Emergency Assistance, provide the service (such as towing) at a nominal fee, which cardholders can charge on the card. Emergency services include:
- Medical and Emergency Transport
- Prescription Assistance
- Medical Advance
- Bail Bond and Cash Advance Assistance
- Emergency Ticket Replacement
- Emergency Cash Disbursement
- Urgent Message Service
- Roadside Emergency Assistance
Receive comprehensive travel information, including health precautions, weather reports, currency exchange rates, and required visas and immunizations. Cardholders with special needs can make special arrangements for medical equipment and supplies and receive assistance locating medical facilities prior to the trip.
Take advantage of immediate, 24-hour translation services in Spanish, French, and Japanese, and reach translators for 20 other languages within a short period of time. If more than telephone translation is required, the VAC assists in locating local interpreters.
Guaranteed Hotel/Motel Reservation Service
Make guaranteed hotel reservations at participating hotels. Rooms are held until check-out time on the day following the scheduled arrival. If the hotel has no room available, they will provide a comparable room at another hotel plus transportation and other related services at no additional cost.
24-Hour Locator Service
Cardholders can get information regarding the location of VISA member banks, airports, and VISA ATMs. For the nearest US location, please call 1-800-THE-PLUS or 1-800-VISA-911. When traveling internationally, please call the VISA Assistance Center collect at 410-581-9994.
U.S. Bank Card Access® Online Instructions
U.S. Bank Access Online is a web-based electronic program management tool that provides our campus cardholders with quick access to their complete account information enabling individuals to view their account activity and billing statements online.
First, you need to register. Access Online self-registration empowers you to create your own User ID and Password and is easy to use. Just like the rest of the Access Online features, self-registration has been designed to be intuitive; however, to ensure a positive experience, here are a few helpful hints:
- Go to U.S. Bank Access Online and click on the “Register Online” link.
- When asked to enter your Organization Short Name, please enter UofCA (company name for the UC system).
- ZIP/Postal Code must exactly match the FIVE DIGIT zip code that is on your billing statement –– or you will receive an error message (this is the zip code used when you received your card).
- If Foreign zip code, place 00002 in zip code area.
- Phone and Fax number format: No dashes, hyphens, parenthesis or spaces (i.e. 6121234567).
- User ID’s must be 7 to 12 characters in length and can be alpha and/or numeric. User ID’s must also be unique; try to think of a distinctive ID (i.e. if your name is John F Smith try the User ID jsmith3) or use your UCR NET ID.
- Passwords must be 8 to 20 characters in length, with at least one alpha and one numeric character.
- When entering information in self-registration, if any of the entered information is not valid, the system returns an error message. You have three attempts to correct the information. If all three attempts fail, the account with incorrect information will be locked out from self-registration. You will need to contact U.S. Bank Customer Service at 1-877-887-9260 to unlock your account
For training on how to use US Banks Access Online, go to U.S. Bank Access Online Web-base Training and enter the following password: fresno. If you have any questions, please call the U.S. Bank Customer Service Desk at 1-877-887-9260.