How To:  View and Organize Outstanding Travel Card (TCard) Charges

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

Step 2 – Access Outstanding TCard Charges

1. Click Travel Card Transactions tab
2. Click Outstanding Transactions sub-tab
   
   
   Notes:

   1. If you have access to multiple TCards, choose the appropriate card from Transactions for Account drop-down list.
   2. Transactions display in order of Age, oldest to most recent.
   
   
3. Sort the list by clicking on a column heading:
   • Age
   • Transaction Amount
   • Transaction Date
   • Merchant Name
   • Location
   • Billed Amount
   • Expense End Date
   • Preparer Notes
4. Click Show link for any transaction to see additional Details provided by the merchant (if any). Click Hide link to close Details.

Step 3 – Manage TCard Aging

The TCard validator can enter an Expense End Date to adjust the aging. Instead of aging from the transaction date, the charge begins to age from the entered Expense End Date. To better organize outstanding TCard transactions, enter the same Expense End Date for all related TCard charges that will be included on the same expense report.

1. Enter Expense End Date for when the travel will be completed using the calendar icon for each transaction related to the same trip or event
2. Click Save. Transaction aging will now be based on the Expense End Date entered

Step 4 – Enter Preparer Notes

The TCard validator can enter notes about TCard charges in the Preparer Notes field. Notes entered and edited here will then display with the charges on the Travel Card Transactions step when choosing charges to include in an Expense Report. Charges can be sorted by the Preparer Notes field, making it easy to group associated charges – an especially useful feature for Department Travel Card that may have charges for multiple payees and multiple trips.

1. Enter Preparer Notes for any or all TCard charges. This is a free form field that can be used to identify payee name, trip, activity, or any other identifier at the discretion of the TCard validator
2. Click Save

Step 5 – Export and Print Outstanding Charges

1. Click Export to save the list of outstanding TCard charges as a Microsoft Excel .csv file. Select the Save file option.
2. Click Printable Page to open a web page formatted for printing. Use the browser print function to print the page.