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How To:  Manage Travel Card (TCard) Expense End Date

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 verifier 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 Stanford Beneficiary or cardholder when there is no beneficiary, in accordance with Internal Revenue Service guidance.

Sometimes travel expenses (such as airfare and conference registration) are purchased months before travel to get the best rates. You can enter the last date of travel in the Expense End Date for these types of charges to adjust the aging, and thus avoid getting reminder emails too early. 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.

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 Expense End Date. You must be a TCard verifier to perform this task.

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