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Travel Card Credits

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:
 

  • Credit is equal or less than charges on report
  • 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. Import expense(s)
    2. Import credit(s)
    3. Process on same 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 from a prior or different trip or event.
  • 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. Import expenses using the correct expense type
    2. Import 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 received after card is paid. No upcoming charges in the next month.
  • The credit was received after the Travel card was paid. The Travel card has a zero balance with no anticipated charges within the next 30 days.

    1. Import credit
    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. Submit $0.00 report.
    4. Email travelhelp@ucdavis.edu. Subject: Travel Card Credit. Body of email: Report Key, Amount of credit, and Chart/Account to return credit to.

    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 Cash Receipt in the Kuali Financial System to return the funds to the chart/account provided in the email.

  • Credit is personal or non-reimbursable.
  • Credit is personal or non-reimbursable.

    The credit was received was for a Personal or Non-Reimbursable expense.

    1. Import credit
    2. Change expense type to Personal or Non-Reimbursable.
    3. Submit $0.00 report.
    4. 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.

    The Travel card team will contact U.S. Bank to request the credit be issued back to the cardholder directly.

  • Cardholder paid U.S. Bank directly.
  • The cardholder paid U.S. Bank instead of submitting an AggieTravel report. 
    1. Import Travel card expenses 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.
  • Fraudulent charges or credits.
  • Removing fraudulent expenses and credits from AggieTravel. 

    1. Import the fraudulent Travel card expenses 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