University of Arkansas Travel Card Program

Processes: "How To For Travel Office"

This section explains the processes by which you perform certain activities related to processing Procurement Authorizations in the BASIS system for use in establishing Procurement IDs, monitoring account activity, and other activity associated with setting up employees to do business with UMB, the University of Arkansas Travel Card provider. This section also outlines certain processes for the Travel Office to use in monitoring the TCard activity and to provide post audit guidelines.

Overview of Credit Card Administrator Role

There are certain individuals within the Office of Business Affairs who will be administering the accounts established with the Travel Card provider (UMB). These individuals will be referred to as 'administrators'.

These administrators will work closely with the Travel Card provider in establishing appropriate IDs, etc. necessary to do business with that particular vendor. This will involve not only processing information within the BASIS application, but may also involve maintaining certain levels of data within the e-Business Partner's software.

Criteria for Types of Cards

Travel Cards (TCards) are for business use only!

Travel Cards issued by UMB are special VISA credit cards. They work similarly to your personal credit cards, except the charges are billed directly to the University and paid by the University Business Office. The U of A supports two types of cards:

• Administrative Travel Card
• Traveler Travel Card (currently in pilot phase)

Administrative TCard

Allows for the purchase of airfare, registration, and car rental booked with local contracted car rental companies for individuals traveling on behalf of the U of A. This can include employee, student, and guest travel as long as it is for a valid business trip and a Travel Authorization has been entered in BASIS for the individual.

TheAdministrative TCard is normally in the name of the individual within a department who is responsible for the processing of travel related tasks.

Charges incurred on the Administrative TCard are downloaded daily to the UPS sub-system of BASIS and approved by an individual within the department.

Traveler Travel Card

Employees who travel a minimum of 3 times per year with travel expenses of approximately $2,000 per year will be eligible for a Traveler TCard, if the employee AND their department elect.

The employee will have the option of charging all travel expenses to their TCard.Unlike the Administrative TCard though, ANY charge incurred will download as a receivable to the CARDHOLDER The cardholder is to ONLY incur charges on this TCard that directly relate to a trip that they are on!

NEVER charge items on the Traveler TCard that relate to someone else's travel unless this a GROUP Travel and the cardholder is the responsible party for group!!

Charges incurred against a Traveler TCard are offset by the filing of the cardholder's Travel Claim. Any amount still owed by the cardholder, will be billed to the cardholder by the Treasurer's Office. (Similar to a Travel Advance)

Exceptions to this rule could be made with approval of Business Affairs for an employee who travels more than 3 times per year, yet does not have $2,000 worth of expenses per year. Other exceptions may also be made as deemed appropriate.

The Credit Card Administrator along with the Travel Manager will determine an employee's eligibility prior to submitting information to UMB.

Sources for Determining Eligibility for TCard

When a name appears on theLPSV list, suspend over to PA and see if a comment has been entered, stating that this is a departmental card issued in the employee's name. If there is not comment, the next step is to try and identify if the employee meets the criteria of traveling via air a minimum of 3 times per year.

Step by Step

1. Go to LPOV - List POs for a Vendor and select the Vendor Number of the employee you are looking for. If there is a date in the Date field, remove it and press 'Enter'.
2. If any Travel Authorizations have been created for this individual, they will be listed.
3. Mark the TAs for a given order date. (Look at all TAs within a given year) Press PF2 - Suspend. The system will prompt you for a command. At this point type TA and press PF2 again.
4. You are now looking at the first TA. PressPF8 until you get to Screen 2. Look on Screen 2 to determine if the individual traveled by air and paid their own airfare. You can tell this if there is an 'A' in the Transportation Type field AND a dollar amount shown.
5. If no airfare amount shown on Screen 2 go to Screen 3. If airfare was purchased, there will be a TRPO to a Travel Agency listed.
6. Continue this process until you have reviewed all TAs.

IMPORTANT: If there is a 'blanket' for the individual, regardless of the order date, look at it, and determine if there are any TRPOs for airfare attached.

Overview of eBusiness Partnership with UMB

Once the PA reaches final approval by the appropriate cost center managers, the PA Status will be an 'A'. As PAs reach a Status of 'A' the administrator will review the list prior to sending any information to UMB. There is specific criteria that an individual must meet if a TCard is going to be issued in their name. If an individual on this list does not meet the criteria for having a TCard, the administrator will cancel the PA. For those individuals who meet the criteria the administrator will go to the JOBS function and run a job that will FTP all the PAs that became an 'A' Status since the last time the job was run. The FTP file will then be imported into an excel spreadsheet and emailed as an attachment file to the appropriate contact at UMB for processing.

Airfare, Registrations, and local car rentals may be procurred using the Administrative TCard. This is identified to UMB by a Strategy Code of UAFT.

Please Note: Although the Strategy Code sent to UMB is UAFT, the code entered in BASIS on the PAA screen is UAFA.

The following information is sent to UMB for setting up a TCard account:

• Employee First, Last, and Middle Initial
• Organization Name - University of Arkansas
• Address - Office of Business Affairs, Fayetteville, AR
• Phone number of employee. If phone number not available, the Business Affairs phone number is used.
• Last four digits of the employee's SSN.
• The account limit.
• The Strategy ID (Currently UAFA to signify airfare only)

How to Run JOB to Electronically Submit Employee Information to UMB

Step by Step Process

1. Go to LPSV and view all procurement authorizations with a Status of 'A' for UMB. This is mearly to see if there are any additional procurement authorizations that need to be sent to UMB prior to going to the JOBS function to run the FTP job.
2. This step is critical!! Your FTP MUST be up and running on your machine prior to submitting the job.
3. Type JOBS in the Command field and press 'Enter'.
4. Your cursor will be in the Job field. Press PF1 to activate the help facility to locate the job named: UPJUMBP - UMB Procurment IDs for TCards Select the UPJUMBP job. You may also just type the job name without accessing the help facility.
5. In the Action field, type 'S' - Submit and press 'Enter'.
6. Your cursor will be in the File Destination IP Address field. The IP Address of the main administrator's machine will be defaulted in this field. If someone else will be running this job from their PC, this information must be modified to the IP Address of their machine.
7. TheFTP ID will also be defaulted to the main administrator's ID, but is modifiable if someone else is running the job.
8. Type your FTP Password in the FTP Password field. (Will not see what is typed)
9. The Path will be defaulted to the main administrator's path, but is modifiable. (This is where the file will be stored on your PC)
10. The FILENAME.EXT is where you will type the file name you have defined to save this FTP under. EXAMPLE: T012404.txt would represent the FTP file for UMB that was submitted on January 24, 2004. It is important that you be consistent with your naming convention.
11. The Report Output Destination ID will default to your main printer location, but is modifiable. NOTE: In order to print the User ID information for each individual on one page, be sure and have your printer setup to print landscape.
12. Press 'Enter' to validate and PF 10 to submit the JOB.
13. Once you have pressed PF10 go back to the Action field and type 'V'. Press the PF5 (Restart) key until you see a date and time appear in the Trigger field. (This is letting you know that the job has completed its initial edits and is in the que for processing.
14. IF the job could not complete its initial edit, instead of a date and time appearing in the Trigger field, an error report will generate on your printer explaining why the job could not be started.
15. IF the job did trigger, then continue to press the PF5 key until a date and time is populated in the Start and Finish fields.
16. Example 1 is an example of the report that will print if all edits have been met and the job is going to FTP.
17. Example 2 is an example of the report of user ids that have been FTP to your computer.
18. IMPORTANT!!! Now exit your FTP software!!!! As long as your FTP is up and running, your machine can be accessed by any outside user!!!
19. You are now ready to take the FTP file and import it into an excel spreadsheet to email to UMB as an attachment for entry into their system.
20. Activate Excel and pull up the 'template' that has been created for you to use.
21. Under 'Data' select 'Get External Data' and then select 'Import Text File.
22. Locate the text file you just FTP to your machine.
23. Once located,double click on the file and a window will be displayed which is labeled "Text Import Wizard" - Setup 1 of 3. The Data Type of Delimited will be have already been selected.
24. Click on the Next button.
25. You are now looking at Step 2 of 3 of the Text Import Wizard. This is the screen where you identify how the file is delimited. The screen will default to the TAB box being selected. Click on this field to remove the TAB from selection.
26. Click on the COMMA Box selection to activate that box. You will then notice at the bottom of the window that your Data preview of the columns will be displayed.
27. Chang the Text Qualifier default of " to 'none' by accessing the drop down window at the right of the screen.
28. Click on the Next button.
29. You are now at Step 3 of 3. You will notice a "Column Data Format" window at the far right. It will have the General selection selected.
30. Click on the clolumn where the passwords are located and change the column data format to 'Text'.
31. Click Finish.
32. Select the field where you want your data to be displayed.
33. Your information is now displayed in the Excel Spreadsheet.
34. Change the Strategy Code, depending on the type of card you are requesting.
35. Save this spreadsheet using the same naming convention you used on your FTP file. The only difference will be the extention.
36. You will now send the email with the attached spreadheet to the UMB contact.
37. UMB will send the TCards to the Credit Card Administrator within 7 days after receipt of the emailed spreadsheet. Once the cards are received, the administrator will update the PA record for each employee and enter the credit card number. An email notification will be sent to each employee notifying the employee that the card has arrived and where to sign up for training.

How to Cancel a Procurement Authorization

There will be times when you will be asked by the dept to cancel a Procurement Authorization or due to some other factor, you will make a determination to cancel a PA. Although a PA may be canceled by the department using the PA function, you can also cancel the PA from PAA. REMEMBER: If you cancel the PA from the PAA function, this WILL NOT route through TARGET. If it is canceled from PA it WILL route through TARGET.

IMPORTANT:Whenever a PA is 'cancelled' the 'administrator'will also be required to update the eBusiness Partner's software accordingly.

Step by Step Process

1. Type PAA in the Command field; tab to the Action field and type 'U' (update) and press 'Enter'.
2. Press PF1 while cursor is in the Employee ID field in order to access the employee help facility to locate the Emp ID. Once you have selected the appropriate Emp ID tab to the Vendor ID field and access the help facility by pressing PF1 to select the appropriate eBusiness Partner.
3. Tab to the Date field and enter the current date in order to access the most current effective dated record for the employee. Press 'Enter'.
4. Tab to the PA Status field and change the Status to an 'X' (cancelled). Press 'Enter' to validate.
5. The system will then display a message asking you to enter a comment as to why you are cancelling the PA. Press the PF9 (EDesc) key to access the extended text facility to document why the PA is being canceled. NOTE: This comment can only be viewed from the PAA function.
6. Once you complete entering the comment, press PF10 to save the comment, then press PF10 to save you update to the PA record.

How to Suspend a Procurement Authorization

There may be atime when you will be required to 'Suspend' an employee's authorization for a specific reason. A PA may only be 'suspended' by an 'administrator' from the PAA function. IMPORTANT: Whenever suspending someone's authorization you will also be required to update the eBusiness Partner's software accordingly.

Charges not approved, will be given one warning. If the cardholder does not have their charges approved in 2 consecutive months, their card will be suspended for up to 60 days. ALL cases of unapproved charges will be documented.

Step by Step Process

1. Type PAA in the Command field; tab to the Action field and type 'U' (update) and press 'Enter'.
2. Press PF1 while cursor is in the Employee ID field in order to access the employee help facility to locate the Emp ID. Once you have selected the appropriate Emp ID tab to the Vendor ID field and access the help facility by pressing PF1 to select the appropriate eBusiness Partner.
3. Tab to the Date field and enter the current date in order to access the most current effective dated record for the employee. Press 'Enter'.
4. Tab to the PA Status field and change the Status to an 'S' (suspended). Press 'Enter' to validate.
5. The system will then display a message asking you to enter a comment as to why you are suspending the PA. Press the PF9 (EDesc) key to access the extended text facility to document why the PA is being suspended. NOTE: This comment can only be viewed from the PAA function.
6. Once you complete entering the comment, press PF10 to save the comment, then press PF10 to save you update to the PA record.

How to use the Extended Text Facility to Document Issues Related to a Procurement Authorization

There will be instances when you will want to document certain activies occurring against an employee's PA. You will do that by accessing the Extended Text Facility from the PAA function.

Step by Step Process

1. Type PAA in the Command field; tab to the Action field and type 'U' (update) and press 'Enter'.
2. Press PF1 while cursor is in the Employee ID field in order to access the employee help facility to locate the Emp ID. Once you have selected the appropriate Emp ID tab to the Vendor ID field and access the help facility by pressing PF1 to select the appropriate eBusiness Partner.
3. Tab to the Date field and enter the current date in order to access the most current effective dated record for the employee. Press 'Enter'.
4. Press the PF9 (EDesc) key to access the extended text facility in order to type the information you want to document. NOTE: This comment can only be viewed from the PAA function.
5. Once you complete entering the comment, press PF10 to save the comment, then press PF10 to save you update to the PA record.
6. NOTE: This is the only instance in which the system will not create a new effective dated record.

How to Download Charges from UMB

Charges from UMB are sent as an encrypted file to a designated email address. The person (s) responsible for downloading the charges MUST have specific VISA encryption software on their PC in order to un-encrypt the file and save as a text file.

UMB only emails charges when charges are available. If charges have not been made, then no file will be sent. The following steps are required when downloading UMB charges:

1. You will receive an email notification similar to the following:

   Commercial Card Adminis...InfoSpanLoad File (ua230126.drt)

   The file name will always start with ua23 (with the remaining characters signifying the date the file was generated.
2. Double click on the 'attachment'. Your system will ask you if you want to open it or save it to disk. You will select 'Save it to disk'. The system will prompt you to select where you want the file to be stored. You will go to 'C' drive and then select the UMB file folder that has been created for you.
3. Now, activate the VISA software.
4. Click on 'unpack'
5. The system will prompt you to select the appropriate file. Once you have located the file you just saved to your disk, double click on it.
6. You will then receive the message that your file has been 'unpacked'. (The VISA tool takes the encrypted 'drt' file and formats it to a 'txt' file)
7. Close the VISA software tool
8. Activate 'Windows Explorer' and select the 'TXT' file you just generated.
9. Double click on the file and review it to ensure that it includes the appropriate information. (There are so many things to look for here that I am only going to hightlight the main things to look for.
   • Ensure that there are '05' record types and that the payment type is either an 11 (credit) or a 10 (debit)
   • In most cases there will be a '14' record type which signifies the 'header' of the traveler itinerary.
   • In most cases there will also be a '15' record type which signifies the legs of the trip.
10. The file they send you will have a date on the first line, 4th column. This is the actual posting date of the charges. THIS DATE IS VERY IMPORTANT-KNOW WHAT THIS DATE IS BECAUSE YOU WILL HAVE TO CHANGE THE FILE NAME TO REFLECT THIS DATE
11. Under 'file', select 'Save As' and save in the following format:

    i2004MMDD

    Ensure that you save the file in the UMB folder located on your 'C' drive using the date you located.
12. Close Windows Explorer
13. You are now ready to upload the charges to BASIS. Go to JOBS with an Action of 'S'. In the JOB Name, type: UPJTCARD Press 'Enter'.
14. Your cursor will be in the Invoice file for date field. The date will default to the current date. Change the date to the date of the file you are uploading.
15. The FTP IP address defaults to the credit card administrator's IP address along with the ID. These can be modified if someone other than the administrator is running the JOB from their site.
16. Type your FTP passord in the PSWD field.
17. Press 'Enter' to validate and PF10 to submit.
18. When the job completes you will receive a printout of the charges that were loaded.

How to Process TCard Receipts

As charges are downloaded, the BASIS system asigns a 'Document Number' to each charge. The departmental user approving the TCard charge writes this 'Document Number' on the receipt related to the downloaded charge, and sends this receipt to the Travel Office for scanning. Receipts are scanned and retrievable by entering the 'Document Number' in the imaging system. Although the BASIS system assigns an AP ID to each download, there is nothing imaged against this AP ID, like there is with regular invoices. UMB sends a hardcopy invoice at the end of each cycle period which includes all of the daily downloaded charges. This document is scanned into the imaging system by Business Affairs.

Due to the uniqueness of airfare, the service charge that may be associated with an airfare will not have an image. The charge is referenced on the document associated with the airfare itself, therefore no image will exist for it separately in most cases. When the system is able to identify the charge as being a service charge, the Image Exists code will be set to an 'X'.

TCard documents can be sent to the Travel Office 2 ways:

• The receipts may be sent over separately with the document number written on the receipt/itinerary.
• The receipts may be sent over attached to the Travel Claim.

The method of scanning will depend on which of the above options was used:

• If sent over separately, the document is scanned under the document number assigned to it. The Travel Office will go to ECRD and change the Image Exist code to a 'Y'.
• If the TCard receipt is sent over with the Travel Claim, the Travel Office will access ECRD and change the Image Exist to an 'X'. The PF12 (eText) will be accessed and a comment entered stating the TCard receipt is included with the Statement of Traveling Expenses under the AP ID that is assigned to payment of the Travel Claim.

Expensing of TCard Transactions

As charges are downloaded, they are assigned a 'cutoff' date by the system. This date has been set up in the EBP table by the Travel Manager. A department must have their charges approved by 4:30 on the day of the cutoff.

These charges are disbursed (approved for payment) by the Travel Office and expensed the night of the cutoff date. ALL charges will be expensed regardless of whether or not they have been approved by the department.

Canceling a Travel Authorization

Prior to canceling a Travel Authorization you should determine whether or not there are TCard charges approved for payment against the TA for open billing cycles.

If there are, determine why the TA is being canceled. If it is do to an error with the TA and a new TA is going to be created, insure that the department updates the TCard charges with the new TA number. Note: The department can only update the charge as long as the Cut-Off Date has not been reached. After that point, the Travel Office must update using the ECRD function.

There will be instances where a TA is created just so that tickets may be purchased on the TCard. In these instances, the TA will be canceled once the charges have been downloaded and approved with the TA number on the EIC screen.

There will always be instances where the trip had to be canceled, but tickets still have to be purchased. The user may or may not receive a credit on the tickets. It will depend on whether or not the tickets were fully refundable.

If a refund is received and the TA has already been canceled, the Travel Office will reopen the TA in order for the user to put the TA number on the TCard credit when approving the credit on the EIC screen.

Report to show TCard Charges with no Images

Receipts for TCard purchases should be received in the Travel Office within 5 days after the Cut-Off Date. There will be exceptions, but in most cases this will be the case. There is a report in BASIS that can be printed to show what TCard charges still do not have an image.

This report can be printed by a department if they want to ensure that all receipts have been received. The Travel Office will use this report to ensure that all required receipts have been received.

This report ONLY shows those charges that have an 'N' in the Image Exists field. If the Image Exist code is an 'X' the charge will not print on this report.

Regardless of the Departure Date, a receipt for the TCard charge should be received and scanned in the Travel Office within 5 days of the cutoff date for approval of charges.

Below is a step by step of how to generate the report:

1. Type JOBS in the Command field. Tab to the Action and type an 'S' and press 'Enter'.
2. You will be prompted to enter a Job Name. Type UPJTCWOI - TCard Charges With Out Images and press 'Enter'.
3. Your cursor will be in the Statements for invoice dates field. This is where you will enter the invoice dates you are interested in. In most cases you will want to look at a past month's invoice list. Enter the appropriate dates.
4. If you are only looking for charges for a particular BU you will type that BU in the next field. If you want to look at ALL BUs, which will be the case with the Travel Office, you will type the word All.
5. In the Report Output destination field you will either have a default location already shown, or you must add the printer location where you want the report to print.
6. Press 'Enter' to validate and PF10 to submit the job for processing.

Using the Travel Card Audit Report

The Travel Card Audit Report is a tool used by the Travel Office to ensure that all tickets purchased are accounted for. Once this report has been worked through it is to be scanned in FYI so that the information will be available for review by outside auditors.

The following items will be reviewed:

• Have charges been approved by the Cut-Off Date?
• Has the appropriate Travel Authorization Number been used?
• Has the itinerary been imaged either by itself or with the Statement of Traveling Expenses?
• Has a Travel Claim been filed?

The following is only a guideline for use in verifying TCard charges. The Travel Office should use any tools deemed appropriate to verify charges.

• Job Name is: UPJTCAUD - TCard AUDit report
• Invoice Dates: Although any dates may be used, the best bet is to enter invoice dates that coincide with the monthly billing cycle. That way, you are not mixing billing cycles on your report.
• The report may be generated for ALL budgetary units, or by a single BU.
• The report is sorted by BU then by Cut-Off Dates.
• Within this sort the charges are then sorted by Employee.
• Within the Employee sort the charges are then sorted by TCard charges on a claim vs TCard charges not on a claim.

If a Travel Claim has been created, and a charge assigned to it, then the claim number and claim status will be displayed.

On Regular TAs, the system will only display the first travel claim created. Since the user does not physically attach Administrative TCard charges to a claim on regular TAs, the best we can show on the report is that a claim was created for a specific TA.

If the ID shown on the charge is that of the TCard Administrator, all auditing of the charge has been reviewed and the following steps are not required, as they have already been performed when the itinerary was received in the Travel Office.

Approved charges will always have a Travel Authorization number assigned to them. The first step will be to ensure that the Travel Authorization Number that is assigned is correct.

• Compare the name that is on the Travel Authorization to the Passenger Name on the ticket. Note: If the Travel Authorization is setup as a 'group' travel, you must also check the 'extended description' on the Travel Authorization.

Verify that the Image Exists code is correct.

• If the code is an 'N' yet it shows that a travel claim has been completed, then pull up the documentation on the claim (by AP ID) and see if the documentation is attached. This is to insure that the receipt was not sent over with the travek ckaun. If it was, then you need to go to ECRD and change the Image Exists code to an 'X' and document the AP ID of the Statement of Traveling Expenses in the 'extended text'. OR, remove it and have the documentation scanned seperately against the document number assigned.
• If the code is an 'N' and there has not been a claim filed yet, contact the department to get it.
• If the code is an 'X' and it is not a service fee, insure that a travel claim has been submitted and paid and that the AP ID for the claim has been referenced in the 'extended text' of the TCard document number. NOTE: You only have to do this on the ticket charge itself, not for any service charge that may be associated with the ticket.

Post Audit of Approved Charges - Blanket TAs

Any charge that is associated with a Blanket TA, MUST have a Travel Claim filed, even if there are no reimb. expenses to be incurred.