| 1. |
What is the Travel Card (TCARD) Management System? |
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The Travel Card Management System is a Web-based software application that allows authorized users to: |
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Reallocate Travel Card charges from the default FRS number and subocde assigned to the card to one or more valid FRS numbers and subcodes with cost categories. |
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Record descriptive comments in two fields associated with each charge. |
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Display reports on current and prior billing periods that can be downloaded and used as the transaction log required by University System of Maryland Travel Policy. |
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| 2. |
Who is responsible for what? |
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Cardholders are responsible for the charges on their card and for completing the description of purchase for the transaction log. Cardholders are responsible for making travel purchases in accordance with University System Travel Policy.
Reviewers are responsible for reviewing the appropriateness of charges for the cardholders they have been assigned to review. A reviewer may not review his/her own transactions.
Updaters are responsible for assuring the charges are posted to correct accounts by either allowing the charges to remain on the default FRS or subcode or reallocating the charges and/or subcodes. All updaters must complete the "Access for Account Updaters" form. |
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| 3. |
Who has access to this system? |
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Cardholders automatically have access to all portions of the system applicable to their card. Other access to the system can be granted based on card default FRS number (or range of numbers) or FRS department code (or range codes). Updaters have access to all acccounts in which they have been assigned responsibility. |
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| 4. |
Accounting |
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Transactions are charged to default FRS account, with a subcode of 3321, assigned to each card when the cardholder agreement is originally completed. |
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Transactions may be reallocated to other FRS accounts and/or subocdes via the Travel Card Management System (TCMS) prior to posting to the FRS system. |
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Cardholders will automatically have access to their transactions. |
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Account Updaters will have access to all department accounts indicated on the "Access for Account Updaters" form. |
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There will always be a lag period of approximately one month between receiving your Travel Card statement and posting to FRS. Typically this posting will occur by 5:00 PM on the Second Wednesday of each month. For example, a 10/12/99 travel card transaction posting in FRS reflects DINER'S CLUB billing statement transactions for the period of 9/14/99 - 10/13/99. |
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f) |
The card default FRS account, with subcode 3321, will automatically be charged for transactions if no reallocation of charges to other FRS accounts or subcodes is completed on the TCMS Web system. |
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| 5. |
How do users navigate through the system? |
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The following steps will allow users to login to the system, reallocate charges, view and print reports and transaction logs, and reconcile the transaction log with the credit card system. |
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| 6. |
How do users connect to the website? |
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Open a Web Browser.
Type in the URL:http://www.ares.umd.edu/. You may want to save this to your Bookmarks or Favorites. |
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| 7. |
Login |
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This takes you to the ARES home page. You may login from this page by clicking on LOGIN, or you may click on Department of Business Services, choose Travel Card Management System, and login from this page.
To Login:
Click LOGIN. Login using your Directory ID and enter your password. When successfully logged in, click CONTINUE.
Once the login is complete, you will be returned to the Travel Card Management System home page. |
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| 8. |
Reallocate Charges |
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Click REALLOCATE AND VIEW REPORTS from the menu.
Click on RELLOCATION OF CHARGES.
This takes you to the Card Selection page. Click on the drop down box and choose billing period; the default is the current billing period. Click on the drop down box and choose a cardholder's name from the selection offered; click on the name. It will then appear in thre "select a card" box. Click CONTINUE.
The next screen will be the TRANSACTION REALLOCATION SUMMARY page. Your current charges are downloaded to this page weekly. Choose the transaction you wish to reallocate. To reallocate to one new FRS number or subcode, make the change in the fields provided. To split a charge across more than one FRS number or subcode, click on the split arrow ">" (located in the fifth field). This takes you to the Transaction Reallocation Detail page. Type in the account numbers, subcode, cost codes, and amounts you wish to reallocate in the spaces provided. Make sure your total agrees with the original transaction amount. Click UPDATE when finished to save your changes. Click BACK page to return. The charge to the default FRS will automatically be cancelled so you need not credit the default FRS. |
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| 9. |
Trip Number |
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This number is the trip number on the Travel Approval Request form. If in-state expenses, select cost code in-state travel from the drop down box and select subcode 3311 (in-state travel) from the subcode drop down box. For in-state expenses that require an overnight stay, an Electronic Form (ELF) Travel Approval is required. |
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| 10. |
Cost Codes |
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Use the drop down box to select the cost code that relates to the transaction. The cost code is used to define the category of travel expense. The default cost code is Unassigned. Cost codes are listed below.
- 01-Air/Rail
- 02-Lodging/Housing
- 03-Travel Meals/Hosting
- 04-Phone/FAX/Communication
- 05-Ground Transportation
- 06-Car Rental
- 07-Vehicle Fuel
- 08-Conference Fee
- 25-In-State Travel
- 30-MTS Vehicle Rental
- 31-MTS Maint & Repair
- 32-MTS Vehicle State Ins
- 40-State MD Air Accident Ins
- 50-Other
- 80-Unallow Exp Unused Ad
- 90-Unassigned
- 98-Local Hosting
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| 11. |
Travel Purchase Description |
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In the space provided for purchase description, type in a clear description of the purchase, clear enough to satisfy an auditor's questions regarding the legitimacy of the purchase. Listed below the trip # is a short description of the charge e.g., traveler name, ticket number.
Return to main page by clicking on HOME.
Note that you can only reallocate charges for the current billing period until they have been posted to FRS. Once accounts have been posted to FRS, they disappear from the screen and you may begin reallocating the next billing period. |
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| 12. |
Procedures for Documentation of Travel Card Transactions |
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Travel Card procedures require that the Travel Card Management System is updated by the established deadline with the trip number and cost code. Cardholders must also forward the following documents to the reviewer within 3 days (or reasonable time) of receiving their Diners Club statement:
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A reconciled Diner's Club statement |
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A transaction card log that includes a description of travel services purchased with the trip number and cost codes for each purchase |
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Cardholder's signature and date on the transaction card log |
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A detailed receipt for each purchase |
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The approver is responsible for insuring the appropriateness of purchases, reconciliation of the Diner's Club statement, attached documentation for each purchase, and that the documentation is retained in a central location.
Should you have any questions, please contact travel@mercury.umd.edu or Travel Services at 301.405.0607. |
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| 13. |
Transaction Log Reconciliation and Review |
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The cardholder is to reconcile the Transaction Card Log with the DINER'S CLUB statement and with the original itemized receipts. Attach detailed documentation and annotation and the DINER'S CLUB statement to the log. A hard copy of the Transaction Card Log with supporting documentation must be reviewed and approved by the cardholder and the authorized reviewer, and filed in a central location within the cardholder's department. |
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| 14. |
Questions? |
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Send all questions to the Travel Help Desk at travel@mercury.umd.edu or Travel Services 301.405.0607. |
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| 15. |
Important Tips |
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As with any secure site, logout or exit from this application when you will be away from your computer. |
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In navigating through the system ALWAYS use the buttons provided at the top and bottom of each page. Using you browser's back and forward buttons may produce unexpected results. |
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You can only reallocate charges from the billing period until they have been posted to FRS (indicated in the ANNOUNCEMENT section on the TCMS Homepage). Once accounts have been posted to FRS, they disappear from the reallocation screen. You can view all prior billing periods when in the VIEW REPORTS screen. |
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You may move back and forth between VIEW REPORTS and REALLOCATE CHARGES. Remember that you can view reports for other accounts that have been posted to FRS, but you cannot reallocate charges. |
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You may click on UPDATE at any time to save your changes. Changes are saved to the database when you click UPDATE, SELECT CARD, or MENU. Changes are not saved to the database if you use the back arrow in your browser without first clicking on UPDATE. The RESET button resets the page to the point of the last database update. As a safeguard, we strongly encourage you to update every ten minutes to save your changes. |
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When you update, watch for the system message across the top of the page to see if you have successfully saved the edits. If not, make the necessary corrections and update again. |
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Please click on the ARES or HOME button located at the top and bottom of the screen prior to quitting the application. |
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If you are not already a user of the ARES Website (e.q. FRSWeb, ProWeb, etc.) you will probably need to follow the instruction below:
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In order for an encrypted connection to be established between a secure website and your desktop browser, your browser must be configured to accept the security certificate being presented by the secure website. While your browser is already configured to recognize the commerical certificates used by many secure websites, a number of University secure websites have opted to use the University's official certificate authority. To use these secure sites, you need to configure your browser (one time only) to accept this certificate. Click on "Accept the University of Maryland as a Certificate Authority" under "What's New" on the ARES home page for further instructions. If you do not follow these instructions initially, each secure site using the University of Maryland's Certificate Authority will present you with an opportunity to accept a certificate for that specific site.
You may choose to accept the site certificate at each secured site in lieu of performing the above step. If so, when the site certificate popup appears, click on NEXT from the first screen, NEXT from the second screen, choose "accept certificate forever" (the third option) and click NEXT, and click FINISH from the final screen. This should prevent the certificate screen from appearing from this secured site only. |
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| 16. |
Receipts |
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Airline - When purchasing airline tickets, be sure to request a complete invoice/itinerary from the travel agency or airline EVEN WHEN USING "Electronic Tickets" ("E-Tickets"). You are required to retain a fully detailed invoice/itinerary and boarding passes with your log.
Hotel - When paying for a hotel stay, be sure to request a detailed receipt (called a hotel folio) that shows the value of the charge paid by the TCARD. Remember to charge ONLY those items that are reimbursable under the University System Travel Policy. Do not charge personal items such as in-room movies, etc. to the TCard.
Car Rental - When paying for a car rental, be sure to request a detailed receipt that shows the value of the charges applied to the TCard. Remember that additional insurance coverage such as "Loss Damager Waiver" (LDW) or "Collision Damager Waiver" (CDW) are not reimbursable for employees.
See http://www.dbs.umd.edu/travel/ for a link to the full University of Maryland Travel Policy and Travelers' Guide.
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