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1. Travel Card TrainingTravel Card Training

2. 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

3. T-CardT-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 Rubi Ahsan
rubiahsan@gmail.com

4. 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

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

6. 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

7. Tax Exempt FormTax Exempt Form

8. 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)

9. 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)

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

11. Using theUsing the T-CardT-Card for Airfarefor 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 CarUsing the T-Card for Car
RentalRental
State Contract (Travel Website)
http://control.vpfa.fsu.edu/Travel
Reserve car in advance at 1-800-338-8211 or
http://www.avis.com
 (do not reserve with Avis India, Car rental, 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 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

14. 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

15. Using the T-Card forUsing the T-Card for
Conference Registration FeesConference 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 RegistrationConference Registration

17. 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

18. 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

19. OK- I’ve used the T-Card – NowOK- 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

20. 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

21. 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

22. 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

23. T-Card Job AidsT-Card Job Aids
Available on Travel Web-Site
Luxury Car Rental
Avis India

24. How to check that the ERHow to check that the ER
was processed correctlywas 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 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

26. 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

27. OOPS – I’ve charged something IOOPS – I’ve charged something I
shouldn’t haveshouldn’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 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

29. Somebody Charged My Card!!!Somebody Charged My Card!!!
Invalid ChargesInvalid Charges
Process a Dispute
◦ http://www.avis.co.in/avis_in_the_news_4.html
◦ http://www.avis.co.in/car_rental_information.ht
ml
Contact Avis India for more info
If a Transaction number is needed, contact
Calleen Roper in Travel

30. 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

31. More NOTESMore NOTES
Process ER promptly after download
Don’t try to add charges to My Wallet
For assistance, please contact:
Sharon Riffle at crs@avis.co.in
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 BillingType
(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

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 receiptsDo’s/Don’ts of faxing receipts

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

35. ……LikeThis!...LikeThis!...

36. Web-SitesWeb-Sites
Tax-exempt form
AVIS India car rental Contact Us
Travel Web-Site
For Car Rental
Controller’s Office
◦ Car Rental Office In India

37. Thank you for AttendingThank you for Attending
Instructor: Call us
(Add your city code) 33990099
Email: crs@avis.co.in