Travel Card TrainingTravel Card Training

What Is Covered in This TrainingWhat Is Covered in This Training

What is a T-card

What and what not to use the T-card for

Where to use the T-card

Why use the T-card

How to process payments for the T-card

T-Card T-Card What is it/How do I get one?What is it/How do I get one?

A VISA credit card to purchase travel related items

Apply through Riley Kinney

rkinney@admin.fsu.edu

Why do I want one?Why do I want one?

Available for traveler or department rep use

Reduces out-of-pocket expense for traveler

Speeds payment to vendor

Provides savings by use of tax exempt status

Accepted wherever VISA can be used

Wave of future for many purchases

What Does a T-Card look like?What Does a T-Card look like?

Tax–ExemptTax–Exempt

What does that mean

Why so important to use the T-Card for this

Only for items in Florida

Give your travelers a copy

Tax Exempt FormTax Exempt Form

What to use the T-card forWhat to use the T-card for Lodging/Hotel/Motel * Telephone/Internet Services for Bus. Purposes Air Travel / Checked Baggage Fees Travel Agency Fee Bus/Train Fare Parking Taxi & Taxi Tip (maximum tip of 15%) Automobile Rental Charges * Gasoline for FSU vehicles and rental cars only Conference/Convention Registration Fees * In FL we are exempt from state sales tax (provide tax exempt form to vendor)

How to use the T-Card at a HotelHow to use the T-Card at a Hotel

If other items are to be charged during the stay such as meals, etc – upon check-in give the clerk a personal card for these items

Lodging requires an itemized receipt

Upon departure – review bill for accuracy

If in state – make sure state taxes are not charged

Single occupancy rate for hotels or indicate single/double rate the same

Justification required if hotel room rate over $150 in state or out of state (excluding taxes)

What to look for on a hotel bill:What to look for on a hotel bill:

Using the Using the T-CardT-Card for Airfare for Airfare Purchase Coach class or cheaper

Don’t purchase airfare more than 90-days in advance

Local travel agencies or internet travel service providers such as Delta.com or Orbitz may be used

Double check the correct dates of travel are booked Travel Agency Service Fees & Checked Baggage

Fees may be charged to the card (provide receipts) Trip Insurance is an optional feature and should not

be charged to the card Purchase non-refundable tickets

Using the T-Card for Car RentalUsing the T-Card for Car Rental

State Contract (Travel Website)http://control.vpfa.fsu.edu/Travel

Reserve car in advance at 1-800-338-8211 or www.Avis.com (do not reserve with Orbitz, Travelocity, etc)

Use Contract Provided – Avis AWD: A113400

State contract rentals provide necessary insurance

Compact car unless there is a valid justification for the upgrade

Reserve only cars on the state contract – not Camaro Convertibles or SUV’s

Other Car Rental IssuesOther Car Rental Issues State policy says that “Size nor stature” of

the traveler are not a valid, reimbursable justification for a larger class vehicle

Fuel Service Options are not allowed (fill up the car before returning to AVIS)

GPS is NOT reimbursable

AVIS-toll pass use is NOT reimbursable

Snow & Ice is not a valid, reimbursable justification for a larger class vehicle

AVIS/Wizard #AVIS/Wizard # WIZARD number available through AVIS – do

not disclose to others– To apply contact Diana Dinkins at AVIS

Easier to rent for individual traveling to University since this is direct billed to the University or for those travelers under the age of 25

Check for Tax on receipt if rented in Florida – we are tax exempt – Contact Dianna Dinkins to remove tax after the fact

Fill-up car prior to return at AVIS – Can use T-card for this fuel

Using the T-Card for Conference Using the T-Card for Conference Registration FeesRegistration Fees

Only pay for the Registration fee itself– If a membership fee is required, pay by another

means (purchasing card, payment request, etc)

Pay only 30-days prior to any early-bird deadline, regular registration deadline or the conference start date.

Do NOT pay for t-shirts, tours, golf outings, banquets, memberships, etc.

Conference RegistrationConference Registration

Do NOT use the T-card forDo NOT use the T-card for

Gas/Fuel in personal vehicles

Copies or Printing

Faxes

Meals

Memberships

Commodity type purchases

Any other type of charge not on the approved list

What is “My Wallet”What is “My Wallet”

An area in OMNI where T-card charges are placed each week for viewing and processing

You can view your own charges and the charges of people you submit travel for

OK- I’ve used the T-Card – Now OK- I’ve used the T-Card – Now What (Basic Steps)What (Basic Steps)

Review My Wallet for all cardholders Tuesday AM

Be sure a T. Auth has been approved

T. Auth must have valid benefit to The University

Process an Expense Report

Populate T-Card charge from My Wallet

Fax Receipts attached to Expense Receipt Pages to 645-9501

Make sure all approvers approve by Thursday

TipsTips

Do not delete a line

Only put T-card charges on the ER/no other charges

Do not wait for the trip to end – process charge the week it downloads

Be sure to reference the T. Auth number

Cross-reference T-card ER numbers on regular ER for traveler

If I don’t have receiptsIf I don’t have receipts

Take all measures to obtain the receipts

A receipt should have been provided when the item was paid for

Document why you don’t have a receipt and when/if you will obtain one

T-Card CalendarT-Card Calendar

Mon Tues Wed Thurs Fri

T-Card ER

APPR OVE PAID

T-Card ER

APPR OVE PAID

T-Card ER

APPR OVE PAID

T-Card

ER

APPR OVE PAID

T-Card Job AidsT-Card Job Aids

Available on Travel Web-Site

http://control.vpfa.fsu.edu/Travel

How to check that the ER was How to check that the ER was processed correctlyprocessed correctly

Before submitting the ER – “SAVE for Later”

Check the My Wallet area – if the charges are still there they did not pull correctly– Delete the ER and start over

– “Save for Later”, Check again and submit if items pulled

– DO not delete any lines – if you have to delete a line – just start over and only select the lines you want to add

If ER already submittedIf ER already submitted

Have the ER denied

Delete ER

Start a New ER and pull from My Wallet again

“Save for Later”, Check again and submit if items pulled

DO not delete any lines – if you have to delete a line – just start over and only select the lines you want to add

More on payingMore on paying

Why do we have to pay so fast?– To stay within the terms of the contract– Once you charge the card – the vendor is paid– We have to pay the bank that issued the T-card

weekly

Do you pay your credit card late?– Remember the T-card is a credit card with a

weekly not a monthly due date.– We don’t want to pay this card late either

OOPS – I’ve charged something I OOPS – I’ve charged something I shouldn’t have shouldn’t have Easiest course of action – Have the company charge

your personal credit card and credit the T-Card. Process an Expense Report, for the charge, and indicate a credit has been issued for the expense.

If that is not possible – write a check, made payable to FSU, for the item not allowed and send to Travel – if an approved expense then process an ER for it

Best course of action – review what can/can’t be purchased before using the T-Card

Review receipt at time of purchase – make corrections then, not later

I Got a Credit – Now WhatI Got a Credit – Now What

Process an ER

Pull the Credit amount from My Wallet to populate the ER

Credits appear as negative amounts in My Wallet

The total of the ER has to be either positive or negative – not zero

Somebody Charged My Card!!! Somebody Charged My Card!!! Invalid Charges Invalid Charges Process a Dispute

– http://www.purchasing.fsu.edu/CardInfo/DisputeForm.PDF

– http://www.purchasing.fsu.edu/CardInfo/DisputeGuide.PDF

Contact Riley Kinney for more info

If a Transaction number is needed, contact Calleen Roper in Travel

NOTESNOTES Always check the receipt Only use for listed items Check for taxes Check for the correct amount Check to make sure you are using the

TRAVEL card for travel expenses not the commodity card

Do not let others have your card Do not distribute copies of your card to others

More NOTESMore NOTES Process ER promptly after download

Don’t try to add charges to My Wallet

For assistance, please contact:Sharon Riffle at sriffle@admin.fsu.edu or Calleen Roper at croper@admin.fsu.edu

We keep a list of repeat offenders and their mistakes

The card can be taken away

Charges not pulled from My Wallet

TAuth number not placed in Reference field

Not selecting appropriate and consistent Billing Type (In-State, Out-of State, Foreign, Non-Travel) for each expense line-item

No justification provided. Some examples are:– a vehicle other than a compact (Class B) is rented– the state contract Preferred Merchant not used– when lodging is over the maximum daily rate of $150 – flight change fees are charged

Registration form and payment confirmation receipt not provided for conference

Flight itineraries and airfare receipts clearly stating the total amount paid not provided

Common Errors on ERsCommon Errors on ERs

Fax all receipts using the OMNI-provided receipts page to 645-9501

Never highlight information on the receipt; instead, circle, or draw an arrow, star, etc., to draw attention, without compromising any information on the receipt

Do not tape over information on the receipt

Do not reduce the receipts in size; the faxed page can be longer than the header page

If you have trouble reading the receipt because it’s too light, photocopy to darken the receipt, then attach to header page

If the receipt is on colored paper, photocopy onto white paper, then attach to header page and fax

Learn how to use your fax machine…make sure you are placing the documents right-side-up for your machine so that blank pages are not sent

Do’s/Don’ts of faxing receiptsDo’s/Don’ts of faxing receipts

How a well-faxed receipt looks in How a well-faxed receipt looks in Hummingbird!Hummingbird!

……Like This!...Like This!...

Web-SitesWeb-Sites Tax-exempt form

– http://control.vpfa.fsu.edu/Controller-Forms#TravelForm

AVIS car rental contract– http://control.vpfa.fsu.edu/Travel/Auto-Rental-Contract-

Information

Travel Web-Site– http://control.vpfa.fsu.edu/Travel

Controller’s Office– http://control.vpfa.fsu.edu/

Thank you for AttendingThank you for Attending

Instructor: Kelley Smith

Course: TE 2589

Travel Phone #: 644-5021

Email: Travel@admin.fsu.edu