The DBal Card can be issued to non-employee participants or invited guests for the procurement of travel-related expenses processed through Emburse.
Please see the One Card webpage for information on ordering cards.
Information for Cardholders
Cardholder Responsibilities
You, the non-employee cardholder, acknowledge that you have read and understood the Statement of Responsibility sent to you after the DBal application is submitted in Laserfiche. It is understood that the department is liable to Citibank for all charges made using the Texas A&M Engineering Experiment Station (TEES) DBal card. The card operates on a declining balance, and all expenses must be fully substantiated with receipts or other acceptable documentation.
The card is to be used exclusively for TEES-approved purchases related to business travel. You, the non-employee cardholder, are responsible for repaying any unauthorized charges. Improper use of the card may result in disciplinary action, up to and including being invoiced for the unallowable transactions and being put on State Hold. You, the non-employee cardholder, also agree to repay any amounts owed to TEES, even if you are no longer associated with the institution.
Card Activation
- Go to cardactivation.citi.com to activate your card.
- You will use the last 4 digits of your UIN (not your social security number) for your verification code.
- If a UIN was not available or not on your application, use the last 4 digits of the UIN of the department personnel the card will be assigned to in Emburse.
- Set up your 4-digit personal identification number (PIN) to finish the activation of your card. If you forget your PIN, call the number on the back of your card to reset it.
Card Usage
The DBal card may only be used for travel-related expenditures approved by the department in the categories below. Please see the Travel References and Forms page for copies of all required documentation.
Airfare
You must book economy fare, unless prior approval is obtained and the appropriate account is used.
When using state funds, a State contract airfare must be selected unless a cost-saving alternative can be clearly demonstrated or a valid contract vendor exception applies.
Car Rental
The Texas A&M University System has established contracts with preferred rental agencies. These vendors are listed in the System’s booking tool and offer contracted rates. When booking outside the tool, travelers must obtain the contract rate number from a TEES Travel Auditor. Rentals should be made using these vendors and rates when using state funds, and preferably when using local funds as well.
When renting a car within the state of Texas, TEES is exempt from paying the 10% Texas Motor Vehicle Tax. Please submit a Motor Vehicle Rental Exemption Certificate when picking up the vehicle.
Hotel
For in-state travel, you must submit a Texas Hotel Occupancy Tax Exemption Certificate upon check-in to avoid paying state hotel occupancy tax.
Personal charges such as phone, internet, alcohol, entertainment, or additional nights for personal reasons are not allowed.
Parking and Incidentals
Receipts are required for parking charges $75 or more and for all incidental expenses. If a receipt is not available, you must submit a Missing Receipt Form.
Restaurants
TEES does not pay per diem.
TEES will reimburse actual costs of reasonable and necessary food, non-alcoholic beverages, gratuities (on non-state funds), and taxes. When traveling on Federal Funds, meals are limited to 75% of the U.S. General Services Administration (GSA) rate on the first and last day of travel.
Please consult the GSA Website before traveling.
Receipts are required for all single meals that are $75 or more, or when the GSA is exceeded and meals are not paid for on the One Card.
Disputing Transactions
To prevent fraudulent transactions, it is essential to always protect your card and card number to avoid unauthorized use.
If your card is lost or stolen, please notify Citibank immediately by calling 800-248-4533. If you are outside the U.S., contact Citibank collect at 904-954-7314. You will be connected to the Fraud Department, which will verify all charges and place a block on the card. Once Citibank has been notified, please contact a TEES Credit Card Administrator so they can facilitate a replacement card.
In cases where you experience issues with vendors or do not receive services or products you have purchased, you must dispute the charges within 60 days of the transaction date.
Additional Information for Delegates
The business department initiates the application process. Once submitted, the cardholder will receive an email with the Statement of Responsibility, which must be signed electronically. The card will be assigned to a designated employee who is accountable for timely expense allocation in Emburse.
Each DBal card is managed by a department delegate in Emburse. Charges automatically appear in the delegate’s profile, and it is their responsibility to oversee and ensure that all expenses are properly assigned to a Travel Report within 30 days of the transaction and submitted within 30 days of the travel end date.
If receipts are not provided promptly, the delegate is empowered to classify the charges as unallowable and initiate repayment procedures for the non-employee traveler. For further guidance, refer to the TEES Aging Transaction Policy.
TEES Credit Card Administrators
- Geri Speaks: geespee15@tamu.edu | 979-458-8981
- Caylan Bartley: caylan.bartley@tamu.edu | 979-458-8980