How To:  Manage Travel Card (TCard) Charge Aging

Before You Start

Travel and business expenses, including TCard transactions, should be submitted and approved in an expense report within 60 days of the date the expense was incurred.

The cardholder and validator will get an email 30 days after the transaction date alerting that the TCard charge must be expensed and approved in an expense report within 60 days. If expensed after 60 days, the transaction amount will be reported as taxable income to the cardholder, in accordance with Internal Revenue Service guidance.

The Travel Card validator can enter an Expense End Date in Expense Requests in order to adjust the aging. Instead of aging from the transaction date, the charge begins to age from the entered Expense End Date. This comes in handy if you know a charge will be expensed in an expense report more than 60 days after the TCard transaction date. This way, the aging of the transaction is delayed until a later date and the transaction is not reported as taxable income.

Example:  A traveler purchases an airline ticket several months in advance of the trip. You can enter the date the trip is to end as the Expense End Date to adjust the aging of the transaction.

Tip:  To better organize outstanding Travel Card Transactions, enter the same Expense End Date for all related TCard charges that will be included on the same expense report.

Use the steps below to manage TCard charge aging. You must be a TCard validator to perform this task.

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What's Next?

• See all Expense Requests How Tos.