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  1. University of Arkansas for Medical Sciences
  2. Supply Chain
  3. Travel and Expense Reimbursements
  4. Travel Procedures
  5. Reconcile Travel Card (T-Card) Expenses

Reconcile Travel Card (T-Card) Expenses

Before You Start 

  • Reconciliation is an accounting term that refers to comparing two sets of records to check if the records match. Reconciliation serves many purposes, one of which is to identify fraud.  
  • At UAMS, you reconcile your T-card expenses when you create an expense report.  
  • When you reconcile a transaction you are: 
    • Verifying that the dollar amount and merchant in Workday matches the dollar amount and merchant on your receipt. 
    • Indicating which fund and cost center, or other financial worktags, will be used to pay for that credit card expense. 
    • Uploading your receipt as an attachment in the expense report. 
  • It is important to reconcile all your T-Card transactions because if you have a transaction that is not attributed to an expense line on an expense report, then there is no record that the transaction was related to UAMS business. 
  • Every single transaction on your T-Card statement must be reconciled in an expense report within the month the statement was received. 
    • E.g., statements are issued on the 15th of every month so all transactions on your January statement need to be reconciled no later than January 31. 

Travel Workflow as Steps 

  1. Spend Authorization*. 
  1. Make travel arrangements (e.g., book airfare or rental vehicle, reserve lodging, any other accommodations that can be arranged prior to travel). 
  1. Travel activities. 
  1. Gather receipts. 
  1. Complete Create Expense Report** in Workday. 
  1. Expense Partner reviews and approves Expense Report. 
  1. Payment is issued to the parties indicated in the Expense Report (e.g., payment issued to Pre-Hire if reimbursement is indicated, transactions are verified if T-Card transactions are indicated). 

*Read Help Page – Spend Authorization for Travel for information that can help you determine if a Spend Authorization is necessary before making travel arrangements. 

**There are three expense report tasks in Workday, ensure you complete the correct report: Create Expense Report for Worker, Create Expense Report for Non-Worker, Create Expense Report for Pre-Hire.  

Additional Help and Information 

UA System QRG – Create an Expense Report
Quick Reference Guides (QRG) contain instructions for completing tasks in Workday, including screen-by-screen and field-by-field information.  

Help Page – Spend Authorization for Travel

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Phone: (501) 686-7000
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