Instant Card Launching March 16

Starting Monday, March 16, a new payment option will be available for UC Davis guest travelers and infrequent employee travelers.

Instant Card is a temporary, virtual payment method that allows departments to create a pre-set dollar limit and defined start and end dates for the card to be used while on official UC travel. The cardholder can then pay for travel-related expenses like transportation, lodging and meals, using the card on their smart phone.

The Instant Card is intended primarily for guest (non-employee) travelers. For employees, the Travel Card is still the best choice for those traveling more than once a year. The Instant Card is an option for infrequent travelers, or if an employee’s Travel Card is lost or stolen.

The first step to applying for the card is to ensure that the traveler has an active AggieExpense profile. For guests, departments will need to set up a Non-Employee Profile and initiate the Non-Employee Instant Card Cardholder Agreement via DocuSign. Requests for Instant Cards are made in AggieExpense using the “Create Request” option. Non-Employee Instant Card Requests will need to include the signed DocuSign as an attachment. Once the Request is fully approved by the department Approver, the Card Program Team will issue the virtual card within 1-2 business days.

Card transactions are imported into AggieExpense for reconciliation by the Non-Employee’s department Delegate, or by the Instant Card cardholder if they are a UC Davis employee.

Step-by-step instructions on how to apply for, use, and reconcile the Instant Card can be found in the Instant Card KBA.

Questions can be directed to [email protected].