Travel Training Manual: Section 5. Travel Card Management Site. The Travel Card (TCARD) Management System

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1 Manual: Section 5 Travel Card Management Site The Travel Card (TCARD) Management System This is the main menu for the Travel Card Management System. By logging in to the web site with your Login, travel card charges may be reallocated to departmental FRS accounts. Reports for past billing periods may also be viewed. 5-1

2 What is the Travel Card (TCARD) Management System and Who is Responsible for What? The Travel Card Management System is a web- based application that allows travel cardholders to: - Update and distribute card charges to valid FRS numbers against the associated subcode and cost category - Record descriptive comments for each charge - Display reports for current and previous billing periods Cardholders are responsible for the purchases made on their travel card in accordance with University System Travel Policy and for completion of the Travel Card Transaction Log. 5-2

3 Announcements The Travel Card Management System Announcement Page provides useful updates about timely topics, changes and deadlines related to the Travel Card. It is important for cardholders and business managers to remember to update and distribute card charges by COB the first Friday of each month so that the proper FRS account is charged for the credit card expense incurred. 5-3

4 Access and Login to the Travel Card Management System Access to the Travel Card Management System Access is made by accessing web site: And selecting Travel Help Desk on the Main Menu Double click on the Travel Card Mgmt System 5-4

5 Login to the Travel Card Management System The Travel Card Management System is a secure application. In order to access the system, enter your Common Login with UMID and PIN number. All employees and students have a six digit PIN assigned to them. The PIN is initially set to a person s birthdate in a MM/DD/YY format where MM is the month, DD is the day and YY is the year. This PIN must be changed upon first use and can then be used in all campus based web applications that require a PIN. 5-5

6 After logging in with the Login and PIN number, the next screen will show that the login was successful, and to click on continue to access the next screen. 5-6

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8 How to Update Travel Card Charges 1. At the main menu of the Travel Card Management System, double click on Reallocate Charges after logging in with your Common Login. 5-8

9 2. At the Reallocation of Charges Card Selection page, select a billing period and the cardholder name from the drop down boxes. The billing period automatically defaults to the current billing period. Click on the continue button to access the next screen. 3. The next screen is the Transaction Reallocation Summary page. Current charges are downloaded daily. Select the transaction you wish to reallocate. In the fields provided, complete the trip #, cost code from the drop down box, and travel purchase description. Revise the FRS account number and subcode if necessary. The FRS number defaults to the cardholder s FRS account number, and the subcode default is 3321 for domestic travel. 5-9

10 Explanation of Cost Code Categories Travel Meals/Hosting This cost category applies to meal per diem or meals that may require hosting for out of state travel. In-State Travel This cost category applies to expenses incurred within the local metropolitan area. Any expenses incurred for lodging within Maryland or the metropolitan area requires a completed travel request. 5-10

11 Unassigned This cost category is the default cost category for the Travel Card System. Local Hosting This cost category is used for local hosting in accordance with local hosting rules. Unallow Exp Unused Adv This cost category is used for any unallowable expenses not in accordance with travel policy Other This cost category is used for incidental items such as bank fees Subcodes: 3311 Instate Travel 3321 Domestic Travel 3360 Foreign Travel 3370 Relocation 3399 Tcard Receivable (For any unallowable expenses) 5-11

12 5. At the Transaction Reallocation Detail page, charges may be split against more than one FRS account. In order to split the charge against more than one FRS account number, click on the split arrow >. In the fields provided, enter the Trip #, FRS account number, subcode, cost code from the drop down box and dollar amount for that transaction. A trip # is required for all transactions except for in-state travel that does not requires an overnight stay and Local Hosting. 5-12

13 6. Make sure the total agrees with the original transaction amount. Click on the Update button when finished to save your changes. Click on the Back button to return to the Transaction Reallocation Summary page. The charge to the default FRS number will automatically be cancelled so that you need not credit the default FRS. 7. Click on the Home button to return to the Main Menu 5-13

14 Special Notes on Reallocation Fields in the Travel Card Management System - Trip Number This number is the trip number located on the Travel Approval form. If the charges incurred are in-state expenses with no lodging, use the cost category In- State Travel from the cost category drop down box. For In-State expenses that require an overnight stay, an Electronic Form (ELF) Travel Approval is required. - Cost Codes Use the drop down box in the field provided to select the cost code that best relates to the transaction. The default cost code is UNASSIGNED. TRAVEL MEALS/HOSTING is used for meal per diem or meals that may require hosting for out of state travel. IN-STATE TRAVEL is used for any expenses incurred within the local area. For In-State expenses that require an overnight stay, an Electronic Form (ELF) Travel Approval is required. - Travel Purchase Description In the space provided for purchase description, type in a clear description of the purchase. Listed below the trip #, a short description of the charge e.g. traveler name, ticket number is provided. 5-14

15 Transaction Card Log The Travel Card Transaction Log is a detailed log of charges with supporting documentation to be reviewed and signed by the cardholder and the authorized reviewer and retained in a central location within the cardholder s department. This log is reconciled along with the Diner s Club statement and original itemized receipts. For travel policy and a schedule of reimbursable rates, refer to home page at The transaction card log (TcardLog.xls) can be saved to an excel file in your computer. 1. To access the transcribed transaction log, from the Travel Card Management System home page, click on TRANSACTION CARD LOG. 5-15

16 2. To save the Transaction Log file, click on SAVE FILE from the pop-up menu. 3. When the SAVE AS window appears, you may specify a location where you would like the TcardLog.xls file to be saved. It is recommended that you leave the filename as displayed. Click SAVE. This will save the card log file to your computer in the specified location. 5-16

17 For assistance with converting foreign currency, select Related Sites under Travel Services Main Menu to be linked to the currency converter. 5-17

18 Electronic Forms (ELF) Consolidated Trip Information A financial view of the trip is available on the Customer Automated Response System (CARS) 5-18

19 Electronic Forms (ELF) 5-19