UC Davis Athletics has seen significant success with the implementation of the U.S. Bank Instant Card program for student-athlete meals during travel. Prior to adopting Instant Cards, coaching staff obtained cash advances on their travel cards and distributed cash directly to athletes before tournaments, games, and matches. While functional, the process carried risks associated with cash handling, security, and reconciliation.
Today, approximately 650–700 student athletes benefit from the Instant Card program. Athletics staff manage their own Instant Card dashboard and issue virtual cards directly to athletes, providing a secure and efficient alternative to cash. The transition has reduced reconciliation time, minimized exceptions, and ensured faster delivery of funds to student-athletes.
The rollout required close collaboration between UC Davis and Athletics staff to troubleshoot technical issues and establish strong operational processes. Since implementation, the program has operated with very few issues. Coaches especially appreciate no longer needing to visit the bank before every trip, while student-athletes adapted quickly to the intuitive virtual card experience.
The program has also improved financial oversight. Only two Athletics leadership team members maintain dashboard access, and all athlete meal expenses are reconciled through a single account rather than individual Concur expense reports.
Building on Athletics’ success, UC Davis has recently expanded Instant Card usage to support guests and infrequent travelers, helping reduce out-of-pocket expenses and reimbursements across campus while demonstrating the program’s broader applicability.