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XII.6.Q.2
Paying and Reconciling Travel Card Charges


SECTION OVERVIEW AND POLICY:

This section provides Business Units with the Office of the State Comptroller’s policy on paying Travel Card (TCard) charges within the Statewide Financial System.

Process and Document Preparation:

 

ONLINE BUSINESS UNITS USING TRAVEL & EXPENSE

 

Prior to payment, the Business Unit should review the TCard invoice to ensure charges appear reasonable. The Business Unit will then pay the TCard invoice using one prepaid voucher with the TCard Clearing account code 54011. This voucher will satisfy payment to the TCard provider and establish a balance in a specific TCard Clearing Account.

In the invoice field of the prepaid voucher, Business Units should enter the full TCard billing account number followed by the two digit month and the two digit year. There should not be any letters, special characters (e.g., #,-) or spaces before, within or after the account number. Failing to use this format in the invoice field results in delayed payment crediting and may result in TCard deactivation. For example, when processing a prepaid voucher for account number 4046-0000-0000-0000 for the billing month and year May 2012, the Business Unit should enter 40460000000000000512 in the invoice field. Please note this is a dummy account number. Each Business Unit must fill in the actual account number in the invoice field for Citibank to apply payments correctly.

Within 30 days of the payment of the regular voucher, the Business Unit must complete the reconciliation process to journal transfer all payments from the TCard Clearing Account to the account codes that identify the specific goods or services purchased with the TCard. The TCard reconciliation process begins with loading the credit card company’s TCard transactions into the SFS Travel & Expense Module. The SFS stores all travel card transactions in an area of the Travel and Expense module called My Wallet. Travelers or their proxies are responsible for selecting all transactions that correspond with the travel event and applying the charges to the appropriate Expense Report.

 

When creating the regular voucher to pay the TCard, Business Units should select the provider’s Vendor ID: 1000031857.

 

In order to help Citibank apply credit card payments properly, Vendor ID 1000031857 has been coded so that SFS will not combine Business Units’ payments to Citibank. Accordingly, when Business Units create a voucher to pay under these vendor numbers, SFS automatically places the checkmark in the “Separate Payment” box in the Payment Options section of the voucher. Business Units should not remove the checkmark as this will cause your payments to be combined with other Business Units. This results in delayed payment crediting and may result in TCard deactivation. Bulk load agencies that have the ability to affect the checkmark in the “Separate Payment” box should ensure it is checked.


For additional guidance on paying TCard charges, refer to the following guidance:

 

 

BULKLOAD BUSINESS UNITS NOT USING TRAVEL & EXPENSE

 

Prior to payment, the Business Unit should review the TCard invoice to ensure charges appear reasonable. The Business Unit will use one regular voucher to pay the each invoice using the TCard provider’s Vendor ID: 1000031857. The Business Unit must then do one of the following:

 

 

For questions regarding paying travel card charges, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868 or by email at stexpend@osc.state.ny.us.

 

 

Guide to Financial Operations
REV. 08/10/2012