Credits issued for University paid charges are returned to the University. Credits issued for personal or non-reimbursable expenses are returned to the cardholder.
Instructions for how to apply Travel card credits in AggieTravel:
- Refund check request. No upcoming charges in the next 30-60 days.
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The credit was received after the Travel card was reconciled. There are no additional charges in AggieTravel to reconcile and no anticipated charges in the next 30-60 days.
1. Add credit to an expense report.
2. Change expense type to Personal or Non-Reimbursable.
Include a comment explaining what the credit is for and include any related report keys.
3. Email travelhelp@ucdavis.edu. Subject: Travel Card Credit. Body of email: Report Key, Amount of credit, and Chart/Account to return credit to.
4. UCDHS only: note on the expense report the case number received from the Travel Help Desk. Example: CASE0000000.
5. Submit report.
The Travel card team will contact U.S. Bank to request the credit be issued back to UC Davis by check. Upon receiving the check, the Travel card team will process a CashNet deposit to return the funds to the chart/account provided in the email. - Credit is from a prior or different trip or event.
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If the credit was received after the Travel card was paid and if the Travel card has other expenses to be paid for the same or a different trip/event - and the combined charges are greater than the credit(s).
1. Add charges to an expense report using the correct expense type.
2. Add credit(s) using the correct expense type.
3. Submit report.
The credit will offset the charges on the report. The balance, less the credit, will be paid to U.S. Bank.
Example:
Balance due to Travel card: $0.00
10/05/2016 Refund of 09/01/16 charge -$100.00
10/15/2016 Lodging $200.00 - Credit is equal or less than charges on report.
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If the combined charges are greater than or equal to the credit(s), and both the charges and the credit(s) are available to import on the same report.
1. Add charges to an expense report using the correct expense type.
2. Add credit(s) using the correct expense type.
3. Submit report.
The credit will offset the expense and the correct amount will be paid to U.S. Bank.
Example:
10/01/2016 Lodging deposit $100.00
10/05/2016 Lodging deposit refund -$100.00 - Credit is personal or non-reimbursable.
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Credit is personal or non-reimbursable.
The credit was received for a Personal or Non-Reimbursable expense.
1. Add credit to an expense report.
2. Change expense type to Personal or Non-Reimbursable.
3. Email travelhelp@ucdavis.edu. Subject: Travel Card Personal Credit. Body of email: Body of email: Report Key, amount of credit and explanation of why the credit needs to be returned to the cardholder directly.
4. UCDHS only: note on the expense report the case number received from the Travel Help Desk. Example: CASE0000000.
5. Submit report.
The Travel card team will contact U.S. Bank to request the credit be issued back to the cardholder directly.
Please note: the report will not be fully approved until the Travel Quality Assurance team has confirmed the legitimacy of the refund with the Card Program team. - Cardholder paid U.S. Bank directly.
- The cardholder paid U.S. Bank instead of submitting an AggieTravel report.
1. Add Travel card charges into a report.
2. Submit report.
3. Email travelhelp@ucdavis.edu. Subject: Travel Card Personal Credit. Body of email: Report Key, amount of credit and an explanation that U.S. Bank was paid directly and by UC Davis. The Travel card team will request the refund of the duplicate payment to be returned to the cardholder directly.
U.S. Bank will receive payment from UC Davis, and U.S. Bank will issue a refund to the cardholder directly.
Please note: the report will not be fully approved until the Travel Quality Assurance team has confirmed the legitimacy of the refund with the Card Program team. - Fraudulent charges or credits.
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Removing fraudulent charges and credits from AggieTravel.
1. Add the fraudulent Travel card charges into a report.
2. Change expense type(s) to Personal or Non-Reimbursable.
3. Include a comment indicating fraudulent charges are being cleared from AggieTravel.
4. Submit report. The imported expenses will be cleared from AggieTravel. Please note - this step is taken AFTER the cardholder has communicated with travelhelp@ucdavis.edu and U.S. Bank to report the charges as fraudulent. This step is simply to clear the imported expenses from AggieTravel.