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TCMS Help

Using the Web-Based Travel Card (TCARD) Management System

Help Topics

What is the Travel Card (TCARD) Management System? Trip Number
Who is responsible for what? Cost Codes
Who has access to this system? Travel Purchase Description
Accounting Procedures for Documentation of Travel Card Transactions
How do users navigate through the system? Transaction Log Reconciliation
How do users connect to the website? Questions?
Login Important Tips
Reallocate Charges Receipts



INTRODUCTION




1. What is the Travel Card (TCARD) Management System? Top of Document
  The Travel Card Management System is a web-based software application that allows authorized users to:
 
 
  a) Reallocate Travel Card charges from the default KFS number and object code assigned to the card to one or more valid KFS numbers and object codes with cost categories.
  b) Record descriptive comments in two fields associated with each charge.
  c) 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.
 
2. Who is responsible for what? Top of Document
  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 KFS or object code or reallocating the charges and/or object codes. All updaters must complete the "Access for Account Updaters" form.

 
3. Who has access to this system? Top of Document
  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 KFS number (or range of numbers) or PHR department code (or range codes). Updaters have access to all acccounts in which they have been assigned responsibility.
 
4. Accounting Top of Document
 
  a) Transactions are charged to default KFS account, with an object code of 3321, assigned to each card when the cardholder agreement is originally completed.
  b) Transactions may be reallocated to other KFS accounts and/or object codes via the Travel Card Management System (TCMS) prior to posting to the KFS system.
  c) Cardholders will automatically have access to their transactions.
  d) Account Updaters will have access to all department accounts indicated on the "Access for Account Updaters" form.
  e) There will always be a lag period of approximately one month between receiving your Travel Card statement and posting to KFS. Typically this posting will occur by 5:30 p.m. on the Second Wednesday of each month.
  f) The card's default KFS account, with object code 3321, will automatically be charged for transactions if no reallocation of charges to other KFS accounts or object codes is completed in the TCMS system.
 
5. How do users navigate through the system? Top of Document
  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.
 
6. How do users connect to the website? Top of Document
  Open a Web Browser.
Type in the URL:http://www.ares.umd.edu/. You may want to save this to your Bookmarks or Favorites.
 
7. Login Top of Document
  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.

 
8. Reallocate Charges Top of Document
  Click REALLOCATE AND VIEW REPORTS from the menu.

Click on RELLOCATION OF CHARGES.

This takes you to the Card Selection page. Click on the dropdown box and choose billing period; the default is the current billing period. Click on the dropdown 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 KFS number or object code, make the change in the fields provided. To split a charge across more than one KFS number or object code, click on the split arrow ">" (located in the fifth field). This takes you to the Transaction Reallocation Detail page. Type in the account numbers, object code, 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 KFS will automatically be cancelled so you need not credit the default KFS.

 
9. Trip Number Top of Document
  This number is the trip number on the Travel Approval Request form. If in-state expenses, select cost code in-state travel from the dropdown box and select object code 3311 (in-state travel) from the object code dropdown box. For in-state expenses that require an overnight stay, an Electronic Form (ELF) Travel Approval is required.
 
10. Cost Codes Top of Document
  Use the dropdown 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.
 
11. Travel Purchase Description Top of Document
  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 KFS. Once accounts have been posted to KFS, they disappear from the screen and you may begin reallocating the next billing period.

 
12. Procedures for Documentation of Travel Card Transactions Top of Document
  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:

  1. A reconciled Diners Club statement
  2. A transaction card log that includes a description of travel services purchased with the trip number and cost codes for each purchase
  3. Cardholder's signature and date on the transaction card log
  4. A itemized receipt for each purchase

  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.

 
13. Transaction Log Reconciliation and Review Top of Document
  The cardholder is to reconcile the Transaction Card Log with the Diners Club statement and with the itemized receipts. Attach detailed documentation and annotation and the Diners 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.
 
14. Questions? Top of Document
  For questions, contact the Travel Help Desk at travel@mercury.umd.edu or Travel Services 301.405.0607.
 
15. Important Tips Top of Document
 
  1. As with any secure site, logout or exit from this application when you will be away from your computer.
  2. In navigating through the system, use the buttons provided at the top and bottom of each page. Using you browser's back and forward buttons may produce unexpected results.
  3. You can only reallocate charges from the billing period until they have been posted to KFS. Once accounts have been posted to KFS, they disappear from the reallocation screen. You can view all prior billing periods on the VIEW REPORTS screen.
  4. You may move back and forth between VIEW REPORTS and REALLOCATE CHARGES.
  5. 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 few minutes to save your changes.
  6. When you update, watch for the system message across the top of the page to see if you have successfully saved the changes. If not, make the necessary corrections and update again.
 
16. Receipts Top of Document
  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 an itemized 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 an itemized 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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