How To:  Reconcile a Disputed Travel Card (TCard) Charge

Step 1 – Log in to Expense Requests

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password
3. Click SU Expense Requests

1. Click Travel Card Transactions tab
2. Click Dispute Transactions sub-tab
3. If you have access to multiple TCards, choose the appropriate card from Transactions for Account drop-down list
4. Locate the disputed transaction in the Disputed Transactions section
5. Click Update icon for disputed transaction
6. Select End Dispute checkbox
7. Enter a note in the Note box explaining how the dispute was resolved
8. Click Apply

The transaction will be removed from your Disputed Transaction queue, and will be available to be expensed in an expense report as an outstanding transaction.

Before it can reconciled, the disputed transaction must first be recorded as "in dispute" in the Expense Requests system. See How To: Record a TCard Transaction in Dispute.

The credit transaction must be an exact match with the disputed transaction – same merchant and amount. The credit amount will be a negative value. Follow these steps to reconcile:

1. Click Travel Card Transactions tab
2. Click Dispute Transactions sub-tab
3. If you have access to multiple TCards, choose the appropriate card from Transactions for Account drop-down list
4. Locate the disputed transaction in Disputed Transactions section
5. Click Match With Credit icon for the disputed transaction
6. Locate the credit transaction that matches the disputed transaction in the Credit Match section
7. Select Yes from the Match drop-down list
8. Click Apply

Both the disputed transaction and the matching credit will be removed from the Disputed Transactions queue and will not be available for inclusion in an expense report.

The credit transaction may be for a lesser amount than the disputed transaction. The merchant will be the same, but the amount will be less than the disputed amount.

When a credit transaction is a partial credit, the original disputed transaction and the credit transaction should be included in an expense report (ideally the same expense report).

If the original transaction has been marked as disputed on the Dispute Travel Card Transaction sub-tab, you must "end the dispute" before the transaction can be included on an expense report. Ending the dispute will ensure that the original transaction amount is available to select from the Travel Card Transactions list for inclusion in an expense report.

Follow these steps:

1. End the Dispute
   1. Click Travel Card Transactions tab
   2. Click Dispute Transactions sub-tab
   3. If you have access to multiple TCards, choose the appropriate card from Transactions for Account drop-down list
   4. Locate the disputed transaction in the Disputed Transactions section
   5. Click Update icon for disputed transaction
   6. Select End Dispute checkbox
   7. Enter a note in the Note box explaining how the dispute was resolved
   8. Click Apply
2. Include both the credit transaction and the originally disputed transaction in the same expense report. See How To: Create Domestic Expense Report