Back to Top

TEM Frequently Asked Questions

System Setup

Roles Within The System

Approval Process

System Functionality and Processes

Receipt Images

The Travel Card (T-Card)

System Setup

Q. Do employees need to be set up as a user in the TEM System to receive reimbursement for miscellaneous expenses?

A. An employee receiving a miscellaneous payment (e.g., supplies, safety equipment) can be paid as if they were a vendor and do not need to be set up as a user in TEM. The employee's UIN number would be used as the vendor number in the TEM System. However, if an employee receives a travel-based reimbursement, he or she will need to be set up as a user in TEM in order to apply the business rules embedded in the System and capture the certification and electronic signature of the traveler as required by State and University policy.

Q. Do students, who are not employees, need to be set up as a user in the TEM System?

A. If the student gets a travel-based reimbursement, they need to be set up as a user in TEM. If they get some other kind of reimbursement (e. g., supplies, conference registration, prize/award) their expense can be processed as a vendor payment using their UIN number in the TEM System. The payment would be issued as a check or be direct deposited, if they have direct deposit set up with the University.

Q. Do graduate students who are employees in payroll (e.g., Resident Assistants) need to be set up in the TEM System to receive reimbursements?

A. All students requesting travel reimbursement will need to be set up in TEM using the same process as employees. Non-travel related reimbursements to students can be made in TEM by paying them as a vendor.

Roles Within The System

Q. What are the user profiles and corresponding responsibilities that can be given to employees during setup in the TEM System by the Unit Security Coordinator (USC)?

A. The roles within the System are General Users, Charge Code Reviewers, Alternate Charge Code Reviewers, and Power Users

  • General Users can request advances, employee travel reimbursements and employee miscellaneous reimbursements.
  • Charge Code Reviewers and Alternate Charge Code Reviewers review and approve the C-FOAPAL(s) for all TEM expense reports charging the 6-digit org code assigned to them. All organization codes within a unit must have a Primary Charge Code Reviewer and an Alternate Charge Code Reviewer established in TEM.
  • Power Users can perform the same functions as General Users and, in addition, may process payments to vendors and non-employees. Power Users are generally unit business personnel.

Q. What does a Manager approver do in TEM?

A. A Manager approver is responsible for reviewing and approving expense reports submitted by employees that report directly or indirectly to him/her. A Manager approver can be set up in TEM as a general user, a charge code reviewer, or a power user depending on his/her responsibilities within the unit. A Manager approver must be assigned for each individual employee at time of setup for appropriate workflow routing. Manager approvers must represent the appropriate reporting line of one level or above the employee assigned per University policy.

Q. Does the system allow for a delegate or proxy to create or review/approve expense reports on behalf of an employee?

A. Yes, this is one of the System's best features. Employees may designate a proxy to create expense reports on their behalf. Managers and Charge Code Reviewers may designate a Proxy to Review/Approve expense reports on their behalf.

Q. Who can act as a Proxy? Can Grad Assistants and Research Assistants be a Proxy? Can Academic Hourly or Extra Help employees be a Proxy?

A. Anyone who has been given System access to TEM can be set up as a Proxy.

Q. Whom/what is the role of "Special Groups Reviewer - Review for Compliance" as referred to on The TEM Resource Page?

A. This is not a general use group in TEM. It was created specifically for the UIUC Division of Intercollegiate Athletics and UIC Athletics to provide an additional stop in the workflow for their respective NCAA compliance Auditors. Unless another unit uses DIA/Athletics C-FOP for one of their student athletes, this group would not be involved.

Q. Can a Charge Code Reviewer role and Approver role be the same person?

A. A person can be a Charge Code Reviewer and a Manager Approver, but there must still be two separate approvals. In such cases, the document would route to the alternate Charge Code Reviewer after Manager Approval.

Q. Can a Charge Code Reviewer role, that is also the Manager Approver role, approve a transaction in one action?

A. No. The document would route to the alternate Charge Code Approver after Manager Approval, except in cases where the primary Charge Code Reviewer submits a reimbursement request and the alternate Charge Code Reviewer is also the Primary Charge Code Reviewer's manager.

Q. What roles in the TEM System can change a C-FOP during the approval process?

A. A C-FOP cannot be changed during the approval process. Approvers would need to reject the document and request that it be changed by the document owner.

Approval Process

Q. If an employee works 50% for another unit, should only one of the units add the employee in TEM? Will the Approver for these individuals be in only one of the two units?

A. Correct. Every employee is assigned a Manager in TEM and should be the person to whom the employee primarily reports. This Manager will Review/Approve that designated employee's reimbursements; however, the C-FOPAL will be approved by the Charge Code Reviewer for the Org that is being charged.

Q. If an individual works part-time for another unit and travels on behalf of our college, will the reimbursement be routed through the other department? If the C-FOP is in my college, will the document be routed to me for approval?

A. If you are the Charge Code Reviewer for the Org code, you will have an opportunity to Review/Approve the expense along with that employee's Manager. For example, if there are four Org codes funding a given expense report, the maximum Review/Approval stops would be five (i.e., four different charge code reviewers and the employee's manager).

Q. Is the approval process based on the name identified for the individual submitted by the USC or is it based on the Org code?

A. The Manager Approver is the individual submitted by the USC at the time approval routing was set up in TEM. The Charge Code Reviewers are based on the Org codes of the funds expensed.

Q. As an Approver, can I have a Proxy approve on my behalf when I am not available?

A. Both the Manager Approver and Charge Code Reviewer can designate any number of Reviewer Proxies.

System Functionality and Processes

Q. Can you enter travel information as you go?

A. Expenses can be entered and saved in TEM as you travel and then submitted once the trip is over and all expenses have been recorded.

Q. Currently, paper copies are used and we want to eliminate the paper. How flexible is the pre-trip authorization?

A. A Travel Plan for pre-trip authorization is completed and routed for approval electronically just like an expense report.

Q. Does the Round Trip field calculate the round trip mileage from a one-way mileage total entered?

A. No, the Round Trip designation field does not perform a calculation based on the miles entered for a one-way trip. The traveler will need to enter the actual number of miles traveled. The Round Trip designation helps to clarify whether or not the total trip has been expensed.

Q. Does the TEM System allow for personal time while on University travel? Does the System account for the gaps in time between business and personal while on the same trip?

A. Yes, the TEM System allows for gaps in travel for the purpose of "personal time".

Q. When you select the Expense type and C-FOP, does the account code auto populate?

A. The expense type automatically populates the appropriate account code for travel expense reports; however, account codes must be selected by the unit for payments to vendors.

Q. Is there a triggering mechanism for the per diem calculation? If a traveler enters a meal, but has not been gone long enough to allow reimbursement, does the System indicate this?

A. Yes, if the times entered do not include an overnight stay the System will stop with a policy warning.

Q. How do you obtain the vendor information when submitting miscellaneous invoice payments? Is there a link or drop-down list to take you to Banner?

A. There is no verification of Banner vendor information in the TEM System. You must verify the vendor information in Banner and type in the Banner Vendor Number, Address Type, and Sequence Number into the TEM transaction.

Q. Is there a way to organize the expense reports into individual folders for each employee within a department?

A. No, there is no file management functionality in the TEM System.

Q. Is there a way to track travel expense reports in the TEM System by UIN? Will we be able to track travel by person using UIN?

A. All of the data captured in TEM can be pulled into reports using the TEM Universe in EDDIE.

Q. Will all of the appropriate forms for reimbursing foreign nationals be available through the TEM System? Can you pay foreign nationals through this System?

A. Reimbursements to foreign nationals are initiated in TEM by selecting the Purpose of "Foreign National Reimbursement." The document will route to Payroll for approval. Other payments to foreign nationals, such as honorariums, must be initiated with Payroll, not TEM.

Q. Will vendor payments involving an encumbrance be liquidated if processed in TEM?

A. No, encumbrances cannot be liquidated through TEM. If a payment request involving an encumbrance is routed through TEM, the unit will need to manually relieve the encumbrance in Banner using a JV.

Q. Are there any transactions that cannot, or should not, be done in the TEM System?

A. Wire transfer payment requests and the liquidation of encumbrance payments cannot be processed through TEM.

Q. Does the P-Card restriction on business meals apply only to those business meals while in travel status? Or will all business meals, including those at headquarters, be restricted? When we bring in candidates, will the business meals be on a T-Card or P-card?

A. It is against policy to charge business meals or refreshments to the P-Card after your unit's TEM go-live date. Business meals may be paid for out-of-pocket and reimbursed through TEM or paid for with the Travel Card, regardless of travel status.

Q. If 30 people were in attendance at a business meal, do all 30 names need to be entered?

A.The expense type "Other Meals/Receptions" should be used for events of 20 people or more. You will need to list the affiliation of attendees to the University or the reason for attending the meeting, but you do not need to state every name.

Q. If we purchase an airline ticket today using the T-Card, and the travel takes place two months later, how will that ticket be matched to the Expense Report at the time of travel?

A.Reconcile the expense now and when the traveler returns, enter a note on the Expense Report which will be submitted for the remainder of the expenses for the trip.

Q. If a unit seeks a copy of a receipt (e.g., from a restaurant) when the original is missing, the .pdf of the image looks like an original. Is the Missing Receipt Affidavit still required? How does UPAY know it is a copy?

A.The missing receipt affidavit is built into the System logic so a separate form is not required - just an explanation if a receipt cannot be provided from the vendor. UPAY will not know whether it is an original or not. The primary reason for the original receipts in the current process is to eliminate the chance that an employee would submit a reimbursement for the same expense multiple times. With the advances in technology, it is virtually impossible for us to discern an original from a fraudulent one. However, the TEM System checks for duplicates by date, amount, and type which add to the reliability of the transaction.

Receipt Images

Q. In the Review queue, where do we look at invoices and receipts attached to a transaction?

A. Open the ER, hover over the Receipts button in the upper left corner then click on the View Receipts icon (hand holding a piece of paper).

Q. In the Review queue, why am I unable to see multiple receipt attachments?

A. You are not using a browser compatible with TEM; please use Firefox or Internet Explorer 9.

Q. For a given transaction, should all receipts be imaged into one file?

A. Receipts can be attached as one file or multiple files. Small receipts can be taped to a single page.

Q. Why do units have to retain original receipts?

A. The State now recognizes scanned images as original, so UPAY does not need the receipts. UPAY requests units keep the receipts for one year to ensure that the quality of the scanned images is acceptable. UPAY will send out a notification to let users know exactly how long receipts should be retained once they have determined the quality of the scanned images is acceptable.

The Travel Card (T-Card)

Q. Do we create orders logs and reconcile those orders as in P-Card?

A. No, the transactions appear in the TEM System within the cardholder's queue and are documented and processed as any other travel expense item. The cardholder, or their proxy, associates the transactions with an expense report to be reviewed by the Approver and Charge Code Reviewer in the TEM workflow. The transactions will post to Banner after the expense report is approved by UPAY.

Q. Are there roles for reconciling and approving T-Card transactions?

A. No, there are no additional roles for the T-Card.

Q. Is the T-Card transaction number attached to the report?

A. Yes.

Q. Do you have to be a T-Card holder in order to book travel on behalf of others? Is there a limit to the number of staff authorized to book airfare?

A. Yes, you must be a T-Card holder to book travel on behalf of others who do not have their own Travel Card. UPAY does not impose a limit on the number of T-Card holders in a unit.

Q. Are T-Cards to be used for individual purchases for travel? Or can someone who makes travel arrangements for a unit have a T-Card for all unit travel arrangements?

A. Both uses of the travel card are appropriate.

Q. Can the traveler still be given airline miles and hotel points? Is the participation mandatory or could they still choose to use their charge card and be reimbursed?

A. Initially, the University T-Card will be an optional benefit offered to those travelers who meet certain travel requirements. A T-Card cardholder will continue to receive all program benefits they currently receive for actual activities (e.g., hotel points for actual room nights stayed, frequent flyer miles for actual miles flown) as long as the reward number is provided to the hotel, airline, etc.

Q. Will we still have to pay the travel agency fee when buying airfare through one of the approved agencies?

A. Yes. Please see additional information on the benefits of using a travel agency posted on the OBFS Website under Business Travel, Contracted Agencies, Benefits of Using the Contracted Travel Agency.

Q. If an Arranger purchases airfare for Traveler X using the T-Card, is the purchase of that airfare linked in the TEM System for Traveler X? Or is all this airfare going to be associated with the Arranger?

A. All Travel Card charges come into the TEM System as the responsibility of the cardholder. Traveler X may set up a profile at the contracted agency and establish an authorized employee to make arrangements on his/her behalf. In that case, the charge would appear on the traveler's card.

Q. Are the T-Card charges auto-populated in real time/next day and do we have to wait until month end (like a credit card statement) to do our travel expense report?

A. T-Card charges are auto-populated into the System and cannot be attached to an expense report until they appear as an outstanding charge in TEM. The time it takes to appear as an outstanding charge varies by vendor, but should be within a week of the charge.

Q. Can I use my T-Card to purchase travel through Expedia or Travelocity?

A. Yes, with the exception of packaged travel. Travel packages cannot be reimbursed unless detailed, itemized, receipts are submitted for each portion of the "package."

Q. If a current P-Card user purchases such items as water, soda and pizza for college student events or dean meetings, are these considered commodity purchases or business meals?

A. Business meals and refreshments are prohibited on the P-Card when the unit goes live with TEM. The only food items that are considered supplies and that may be purchased with the P-Card after TEM go-live are those purchased as supplies for an open reception area and/or those purchased for classes/demonstration, such as the Extension food programs. Water, soda and pizza for college student events or dean meetings, are considered business meals and refreshments. Business meals and refreshments may be purchased with the T-Card or paid personally and reimbursed. Either way, the expense would be reported via an expense report in TEM that requires a list of the names of the attendees (if less than 20 attendees), the University affiliation of the attendees, and the University business purpose of the event. If there are more than 20 attendees, an approximate total of the attendees is documented in TEM as an "event". BFPP Section 8.12 Business Meals and Refreshments further lists the allowable events, the approved dollar amounts, the allowable funding for employee-only events and events attended by employee and guests.

Q. Which card would be used for bulk food purchases for a student/staff event (e.g., grocery store purchases)?

A. The Travel Card (T-Card) is the card to use for purchasing food for all events/meals. The P-Card is the card to use for purchasing food supplies, such as those used for the purpose outlined in Policy Section 8.13, resale, or food demonstration (Extension Programs).

Last Updated: May 23, 2016

Give us feedback about this page Submit Feedback