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Business and Financial Policies and Procedures

15.2.4 Reconcile T-Card Charges in TEM

Policy Statement

If you incurred an expense using a Travel Card (T-Card), you must create an Expense Report (ER) in the Travel Expense Management System (TEM) to reconcile the charge. Failure to do this may result in suspension or cancellation of your cardholder privileges.

If you do not reconcile T-Card transactions in TEM, those charges will not be posted to the General Ledger and will not accurately reflect your unit's and the University of Illinois System's financial position.


To reconcile T-Card charges in TEM:

  1. Gather itemized receipts for expenses. Be prepared to provide the following information for business meals:
    • Names and business affiliations of the participants
    • Business purpose of the meeting
  2. Log in to TEM. In the Create New area, select the Expense Report icon. Consult the job aid for System Navigation if you need help identifying the icon.
  3. In the Document Header screen, select one of the following in the Purpose field:
    • Employee Travel/Meal Reimbursements and T-Card Charges
    • Arranged Travel for Employees
    • Arranged Travel for Non-Employees
    Consult Purpose of the Document if you need help determining the purpose.
  4. Proceed through the screens. Consult the Create an Expense Report (ER) and Attach a T-Card Transaction job aids for step-by-step instructions, including how to submit receipts. For international travel, the bank automatically converts foreign currency into U.S. dollars.
  5. University Payables (UPAY) reviews and processes the request.

Additional Resources

System Navigation
Create an Expense Report (ER)
Purpose of the Document
Attach a T-Card Transaction
TEM Resource Page

Last Updated: May 25, 2018 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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