Financial Administration

Use of the US Bank Travel Card

What if I'm staying at a hotel that does not accept a credit card?

What if I frequently travel around the state as part of my job? Will I need to use the Purchasing or Travel Card for my expenses?

When expenditures include allowable reimbursement charges and personal charges, can a Travel Card be used?

Are MCC codes blocked on the Travel Card?

What do I do when I encounter a problem with a MCC code and I am in travel status?

If I normally travel within the United States but will be traveling in Europe over the next few weeks, do I notify US Bank to alleviate fraud concerns on the account and perhaps shutting down the card?

Who does the Fraud Department call if they see suspicious activity on an account?

Can credit limits be increased if traveling overseas?

What is the transaction fee when the Purchasing or Travel Card is used for foreign travel?

How are conversion rates determined for international travel?

What happens once I have notified US Bank of a dispute?

What if my US Bank Travel Card is lost or stolen?

Will a charge ever be rejected by a merchant and what should I do if that occurs?

Using the example above, what if I have $3,000 worth of retail charges during a cycle and attempt to charge a $200 registration fee for a conference to my card?

Why is that?

Why is retail spending allowed at all?

What if I have a business need for a higher limit?

So what should I do if I'm instructed that a registration fee for conference, seminar, convention, etc. has been declined?





What if I'm staying at a hotel that does not accept a credit card?

You will than have to pay by cash or check. Most hotels accept credit cards. All airlines and car rental companies do accept credit cards.


What if I frequently travel around the state as part of my job? Will I need to use the Purchasing or Travel Card for my expenses?

Only if you have hotel and/or car rental expenses. These must be charged to either the state's Purchasing or Travel Card. If your travel expenses are only for meals and mileage, you wouild not need to use the Purchasing Card or Travel Card.


When expenditures include allowable reimbursement charges and personal charges, can a Travel Card be used?

Yes.


Are MCC codes blocked on the Travel Card?

Currently, the majority of the state's travel cards are set up to include all MCC codes, with the exception of the high risk group which includes certain merchants such as pawn shops, jewelry stores and massage parlors. Each campus program administrator has the ability to determine which MCC codes should be allowed or blocked on campus travel cards.


What do I do when I encounter a problem with a MCC code and I am in travel status?

Prior to travel, check with your campus program administrator to verify that your card is set up to allow purchases with those MCC codes you may need during your trip. While in travel status, if you encounter a problem with an MCC code during business hours, contact your program administrator who can work with the Bank to have the MCC code unblocked. However, if the problem occurs after hours, you would need to use an alternate payment method to complete the transaction. Upon return, you should work with your program administrator to change your card set-up to avoid a similar situation in the future.


If I normally travel within the United States but will be traveling in Europe over the next few weeks, do I notify US Bank to alleviate fraud concerns on the account and perhaps shutting down the card?

You can call US Bank Customer Service at 800-344-5696 to notify them of your upcoming travel. US Bank Customer Service will then annotate your account for its Fraud Department.

Another option is to have the campus Program Administrator call our Account Coordinator to annotate your account for your upcoming travel.


Who does the Fraud Department call if they see suspicious activity on an account?

The Fraud Department will make two attemps to contact you directly. If they are unable to contact you, they will contact our Account Coordinator who will then, in turn, try to reach the Program Administrator.


Can credit limits be increased if traveling overseas?

Yes. The Program Administrator will have the authority to go in through Access Online and change credit limits in real time. The standard credit limit for UW employees is $3,500.


What is the transaction fee when the Purchasing or Travel Card is used for foreign travel?

As many of you know, effective May 1, 2005, US Bank issued notification that the foreign transaction fee would be increasing to 2.5%. We worked with the Bank to determine if the State would be affected by the increase. After reviewing the contract, US Bank determined that both the State's purchasing and corporate card programs will be capped at 2.0% going forward.

This fee is assessed when a foreign vendor charges the card in the foreign currency. The Bank converts this charge to US dollars and charges the foreign transaction fee. Foreign travelers should ask the vendor what conversion fee they assess; if it is higher than the 2.0%, ask the vendor to charge the transaction in the foreign currency.


How are conversion rates determined for international travel?

Conversion rates are determined on the day US Bank receives the transaction. US Bank calculates the rate by averaging the government mandated rate and the wholesale market rate. The cardholder will see an exact conversion rate on their monthly statement. To receive an approximate conversion rate, or US dollar amount on a posted transaction, the cardholder should contact US Bank Customer Service at 1-800-344-5696.


What happens once I have notified US Bank of a dispute?

After US Bank has received notification, US Bank will "suspend" the amount in question. While US Bank is conducting an investigation, you do not need to pay the amount of the charge which is in dispute; however, you are obligated to pay the entire balance of charges that are not in question.


What if my US Bank Travel Card is lost or stolen?

Immediately call US Bank Emergency Service, 1-800-VISA-911 (1-800-847-2911). A report will be filed and a new card with a new account number will be issued in approximately 8-10 days. Rush cards can be issued within 24 hours or one business day provided the request is received by US Bank by 2:00 p.m. CST. There is zero liability of the cardholder if the card is lost or stolen, if the incident is reported in a timely fashion.


Will a charge ever be rejected by a merchant and what should I do if that occurs?

Ten percent of total credit limit per cycle (23rd to 23rd of each month) has been pre-selected by the UW for cash allowances. For example, a cardholder with a $3,500 monthly credit limit would have $350.00 available for cash allowances. Therefore, the actual limit available to charge each month would be $3,150.

Once a cardholder has reached their available credit limit ($3,150 in the example above), any non-travel charges (retail, entertainment, etc.) could get rejected by the merchant if it pushes the cardholder's limit over his/her maximum. All travel-related charges (airline, hotel, car rental, other transportation, etc.) would be approved, even if the cardholder has reached his/her maximum, as long as the account is in good standing.


Using the example above, what if I have $3,000 worth of retail charges during a cycle and attempt to charge a $200 registration fee for a conference to my card?

The charge might be denied because the registration fee could be categorized, not as a travel item, but as a retail purchase.


Why is that?

All Corporate/credit card companies categorize sales/charges by merchant codes, i.e., office services, professional services, telecommunications, automotive services, utilities, travel, etc. With the exception of the "travel" category mentioned above which includes air, rental cars, lodging, transportation services, etc., all other categories are considered non-travel and placed in a "retail" category. For example, if a law firm hosts a conference and accepts VISA for payment of the registration fee, the charge will likely be categorized, as "retail" by virtue of the fact that the merchant category assigned to law firms is "professional services."


Why is retail spending allowed at all?

US Bank and the UW realize that travelers must sometimes make retail purchases while in travel status, i.e., books, rental of equipment for a trade show, etc.


What if I have a business need for a higher limit?

Limits can be increased on a card-by-card basis by your program administrator with proper justification.


So what should I do if I'm instructed that a registration fee for a conference, seminar, convention, etc. has been declined?

If your charge has been declined, contact US Bank customer service at 1-800-344-5696 (this number is also located on the back of your card) to obtain a manual authorization.