The Travel Card Management System (TCMS) is a web-based software application that allows authorized users to:
- Reallocate Travel Card charges from the default KFS number and object code assigned to the card to one or more valid KFS numbers and object codes with cost categories.
- Record descriptive comments in two fields associated with each charge.
- Display reports on current and prior billing periods that can be downloaded and used as the transaction log required by University System of Maryland Travel Policy.
Cardholders are responsible for the charges on their card and for completing the description of purchase for the transaction log. Cardholders are responsible for making travel purchases in accordance with University System Travel Policy.
Reviewers are responsible for reviewing the appropriateness of charges for the cardholders they have been assigned to review. A reviewer may not review his/her own transactions.
Updaters are responsible for assuring the charges are posted to correct accounts by either allowing the charges to remain on the default KFS or object code or reallocating the charges and/or object codes. All updaters must complete the "Access for Account Updaters" form.
Cardholders automatically have access to all portions of the system applicable to their card. Other access to the system can be granted based on card default KFS number (or range of numbers) or Payroll & Human Resources (PHR) department code (or range codes). Updaters have access to all accounts in which they have been assigned responsibility.
- Transactions are charged to default KFS account, with an object code of 3321, assigned to each card when the cardholder agreement is originally completed.
- Transactions may be reallocated to other KFS accounts and/or object codes via the Travel Card Management System (TCMS) prior to posting to the KFS system.
- Cardholders will automatically have access to their transactions.
- Account Updaters will have access to all department accounts indicated on the "Access for Account Updaters" form.
- There will always be a lag period of approximately one month between receiving your Travel Card statement and posting to KFS. Typically this posting will occur by 5:30 p.m. on the second Wednesday of each month.
- The card's default KFS account, with object code 3321, will automatically be charged for transactions if no reallocation of charges to other KFS accounts or object codes is completed in the TCMS system.
This number is the trip number on the Travel Approval Request form. For in-state expenses, select cost code "in-state travel" from the dropdown box and select object code 3311 (in-state travel) from the object code dropdown box. For in-state expenses that require an overnight stay, an Electronic Form (ELF) Travel Approval is required.
Use the dropdown box to select the cost code that relates to the transaction. The cost code is used to define the category of travel expense. The default cost code is "unassigned."
In the space provided for purchase description, type in a clear description of the purchase, clear enough to satisfy an auditor's questions regarding the legitimacy of the purchase. Listed below the trip # is a short description of the charge e.g., traveler name, ticket number.
Return to main page by clicking on HOME.
Note that you can only reallocate charges for the current billing period until they have been posted to KFS. Once accounts have been posted to KFS, they disappear from the screen and you may begin reallocating the next billing period.
Travel Card procedures require that the Travel Card Management System (TCMS) is updated by the established deadline with the trip number and cost code. Cardholders must also forward the following documents to the reviewer within three days (or reasonable time) of receiving their Diners Club statement:
- A reconciled Diners Club statement
- A transaction card log that includes a description of travel services purchased with the trip number and cost codes for each purchase
- Cardholder's signature and date on the transaction card log
- An itemized receipt for each purchase
The approver is responsible for ensuring the appropriateness of purchases, reconciliation of the Diner's Club statement, attached documentation for each purchase, and that the documentation is retained in a central location.
The cardholder is to reconcile the Transaction Card Log with the Diners Club statement and with the itemized receipts. Attach detailed documentation and annotation and the Diners Club statement to the log. A hard copy of the Transaction Card Log with supporting documentation must be reviewed and approved by the cardholder and the authorized reviewer, and filed in a central location within the cardholder's department.
- As with any secure site, log out or exit from this application when you are away from your computer.
- In navigating through the system, use the buttons provided at the top and bottom of each page. Do not use your browser's back and forward buttons, which may produce unexpected results.
- You can only reallocate charges from the current billing period until they have been posted to KFS. Once accounts have been posted to KFS, they disappear from the reallocation screen. You can view all prior billing periods on the VIEW REPORTS screen.
- You may move back and forth between VIEW REPORTS and REALLOCATE CHARGES.
- You may click on UPDATE at any time to save your changes. Changes are saved to the database when you click UPDATE, SELECT CARD, or MENU. Changes are not saved to the database if you use the back arrow in your browser without first clicking on UPDATE. The RESET button resets the page to the point of the last database update. As a safeguard, we strongly encourage you to update every few minutes to save your changes.
- When you update, watch for the system message across the top of the page to see if you have successfully saved the changes. If not, make the necessary corrections and update again.
Airline - When purchasing airline tickets, be sure to request a complete invoice/itinerary from the travel agency or airline EVEN WHEN USING "Electronic Tickets" ("E-Tickets"). You are required to retain a detailed invoice/itinerary and boarding passes with your log.
Hotel - When paying for a hotel stay, be sure to request an itemized receipt (called a hotel folio) that shows the value of the charge paid by the Travel Card (TCard). Remember to charge ONLY those items that are reimbursable under the University System Travel Policy. Do not charge personal items such as in-room movies, etc. to the TCard.
Car Rental - When paying for a car rental, be sure to request an itemized receipt that shows the value of the charges applied to the TCard. Remember that additional insurance coverage such as "Loss Damager Waiver" (LDW) or "Collision Damager Waiver" (CDW) are not reimbursable for employees.