US Bank Corporate Travel Card Program
The US Bank Corporate Travel Card program offers a timely and reliable way to pay for travel and is available to employees who must travel on behalf of the University. It eliminates the need to personally pay for travel related expenses and then seek reimbursement. The Corporate Travel Card charges are automatically recorded to the department chartfield that is established at the time of card setup. If the traveler wants to allocate a charge to a different chartfield, that option is available through the US Bank Access Online website.
University travelers have the option of using one of the following Corporate Travel Cards:
- The Corporate Individual Travel Credit Card (frequent travelers, ≥ 3 times/year)
- The Corporate Departmental Travel Credit Card (infrequent travelers, < 3 times/year)
The Corporate Individual Travel Card can be used for all expenses incurred for University business related travel, both pre-paid travel expenses and those incurred during travel; while the Corporate Departmental Travel Card can be used to prepay expenses for faculty and staff travelers on official University business, such as registration fees, airfare and lodging. Use of the Corporate Travel Card program is optional for faculty and staff traveling on official University business. Travelers can utilize their personal credit cards to pay for travel expenses incurred on University business travel, with subsequent reimbursement processed via Accounts Payable.
The Corporate Travel Card program can only be used for State funded travel transactions; therefore, CPP Foundation, Philanthropic Foundation and ASI travel purchases cannot be made with these cards. University Accounting Services, and Accounts Payable, will review and monitor all cardholder purchases to ensure they are in alignment with the Corporate Travel Card procedures.
The University is responsible for the payment of transactions for The Corporate Travel Card program. Transactions placed on the Corporate Individual or Departmental Travel Cards will not affect the cardholder’s personal credit history. Cardholder statements will be paid in full, including disputed items, to avoid late fees and penalties. For disputed charges, it is the cardholder’s responsibility to secure a reversal of charges (credit) from the vendor and ensure the account is credited within 10-days from the date of dispute.
The Corporate Individual Travel Card will be issued to employees who travel frequently (more than 3 times a year) on university business. Eligible employees include full-time staff or faculty with a minimum appointment of 6 months or greater. Corporate Individual Travel Cards are issued in the name of the individual traveler requesting the card and are intended solely for their use for university business travel.
The Corporate Departmental Travel Card will be issued only to staff who are responsible for arranging and coordinating travel for their department. Eligible employees include full-time staff with a minimum appointment of 6 months or greater. Corporate Departmental Travel Cards will not be issued to individuals for solely their use. However, with the appropriate preapproval of travel, a cardholder may make arrangements using their Corporate Departmental Travel Card when they themselves are the traveler.
Corporate Travel Card Procedures
Corporate Travel Card Forms
The billing cycle ends on the 15th of each month. Exception: when the 15th falls on a weekend or holiday, the billing cycle will end on the following business day.
Reconciliation Due Date
Reconciliations must be received in University Accounting Services, Bldg 121-East-2160, no later than 5:00 p.m. on the 1st of the following month. Exception: when the 1st falls on a weekend or holiday, the due date will be the end of the following business day.
Accounts Payable Coordinator
Monthly Card Reconciliation - Review and Chargeback Processing