Definition & Meaning of the UC Davis Travel Card Form
A UC Davis Travel Card form is an application used by employees of the University of California, Davis, to obtain a university-sponsored Visa credit card. This card is specifically intended for official business travel and entertainment expenses. The form is part of the AggieExpense system, which manages travel-related financial transactions for the university. Employees must complete this form to access the card, which streamlines the payment process for necessary travel expenses.
The form outlines the responsibilities of cardholders, including adherence to university policies regarding expenses. It is essential for employees to understand that using the UC Davis Travel Card is not only a privilege but also a responsibility that requires compliance with specific guidelines.
How to Use the UC Davis Travel Card
Using the UC Davis Travel Card involves several steps, starting from application to expense reporting. Once employees receive their card, they can utilize it for various approved travel expenses, such as:
- Airfare: Booking flights for university-related travel.
- Lodging: Paying for hotel accommodations during business trips.
- Meals: Covering the cost of meals while traveling for university purposes.
Cardholders must ensure that all expenses charged to the card are pre-approved and align with university policies. After completing their travel, employees are required to submit an expense report through the AggieExpense portal within a specified timeframe to reconcile the charges.
Application Process for the UC Davis Travel Card
The application process for the UC Davis Travel Card requires employees to complete the following steps:
- Online Application: Employees must fill out the UC Davis Travel Card application form available in the AggieExpense system.
- Mandatory Training: Completing training sessions related to the use of the card and university travel policies is essential.
- Approval: Once the application and training are completed, the application is submitted for approval by the appropriate department.
This process ensures that only qualified personnel can access the card, minimizing the risk of misuse and ensuring compliance with university regulations.
Key Responsibilities of Cardholders
Cardholders of the UC Davis Travel Card have specific responsibilities to maintain compliance and accountability:
- Timely Reporting: Cardholders must submit expense reports within 30 to 60 days of incurring expenses to avoid personal tax liability.
- Understanding Policies: Familiarity with university travel policies is crucial to ensure that all expenses are eligible for reimbursement.
- Repayment: If expenses are not reported correctly, cardholders may be required to repay the university for any unapproved charges.
Failure to adhere to these responsibilities can result in penalties, including late fees or loss of card privileges.
Benefits of Using the UC Davis Travel Card
The UC Davis Travel Card offers several advantages for employees engaged in university-related travel:
- Convenience: The card simplifies the payment process, allowing employees to focus on their travel rather than financial logistics.
- No Impact on Personal Credit: Since it is a corporate liability card, it does not affect the employee's personal credit history.
- Access to Cash Advances: Cardholders can access cash advances for travel-related expenses, providing additional flexibility during trips.
These benefits contribute to a smoother travel experience for employees, enabling them to fulfill their responsibilities effectively.
Important Terms Related to the UC Davis Travel Card
Understanding key terms associated with the UC Davis Travel Card is essential for effective use:
- Corporate Liability: The university is responsible for the card's balance, but cardholders must manage their reporting and repayment.
- Expense Report: A document submitted by cardholders detailing the expenses incurred during travel, necessary for reconciliation.
- AggieExpense: The online system used for managing travel expenses and submitting reports.
Familiarity with these terms helps ensure that cardholders navigate the process smoothly and understand their obligations.
Common Scenarios for Using the UC Davis Travel Card
There are various scenarios in which employees may utilize the UC Davis Travel Card:
- Conference Attendance: Employees attending conferences can use the card for registration fees, travel, and accommodation expenses.
- Research Travel: Faculty members traveling for research purposes can charge related expenses to the card, ensuring proper funding management.
- Guest Travel: The Instant Card option allows guest travelers to access funds for university-related business without needing a personal card.
These scenarios illustrate the card's versatility in supporting university operations and employee needs.
Compliance and Penalties for Misuse
Compliance with university policies is critical when using the UC Davis Travel Card. Misuse of the card can lead to serious consequences:
- Penalties: Cardholders may face late fees or other penalties for failing to report expenses on time.
- Loss of Privileges: Repeated misuse or failure to comply with policies can result in the revocation of card privileges.
- Personal Liability: If expenses are not reported correctly, cardholders may be personally liable for repayment to the university.
Understanding these risks emphasizes the importance of responsible card usage and adherence to university guidelines.
