Travel Card Training

1. Travel Card Training

2. What 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

3. T-Card 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

4. 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

5. What Does a T-Card look like?

6. Tax–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

7. Tax Exempt Form

8. What 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)

9. How 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)

10. What to look for on a hotel bill:

11. Using the T-Card 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

12. Using 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

13. Other 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

14. 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

15. Using the T-Card for Conference Registration 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.

16. Conference Registration

17. Do 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

18. 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

19. OK- I’ve used the T-Card – Now 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

20. Tips • 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

21. If 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

22. T-Card Calendar

23. T-Card Job Aids • Available on Travel Web-Site http://control.vpfa.fsu.edu/Travel

24. How to check that the ER was processed 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

25. If 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

26. More 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

27. OOPS – I’ve charged something I 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

28. I 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

29. Somebody Charged My Card!!! 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

30. NOTES • 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

31. More 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

32. 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 ERs

33. 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 receipts

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

35. …Like This!...

36. Web-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/

37. Thank you for Attending Instructor: Kelley Smith Course: TE 2589 Travel Phone #: 644-5021 Email: Travel@admin.fsu.edu