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Travel Event Planner (TEP) Card Reviewing & Redistributing Expenses

Find out how to review and redistribute Travel Event Planner (TEP) card expenses in ECManager.

TEP card transactions post to the operating ledger in FinancialLink 10 days after they're received from U.S. Bank, so it's important to review event expenses in ECManager to make any necessary changes before expenses post.

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1. Gather information.

Collect the following:

2. Log on to ECManager.

  • Access ECManager.
  • Enter your user ID and password.
  • Click Review Transactions.
  • For guidance while in ECManager, click the spyglass icon.

3. Select transactions for review.

  • Select Date Option from the IFIS posting date drop-down. The IFIS posting date is the date that the transactions will post to the operating ledger.
  • Select either a Card Suffix or Default Index option. (Selecting ALL will return a list of pending transactions for all of your cardholders.)
  • To limit your review to transactions meeting a specific dollar amount or range, select a dollar amount.
  • Select any additional sort options.
  • Submit your request.

4. Review transactions.

Review each transaction for accuracy and compliance using the information gathered in Step 1.

5. Update use tax (when applicable).

Generally, use tax does not apply to TEP card transactions. See Sales and Use Tax Overview.

6. Complete optional selections.

  • To change indexes or account codes, either:
    • Type over the existing index or account
    • Click on the magnifying glass icon to search for and select an index or account.
  • To split transactions between indexes or account codes:
    • Click the Split link associated with the transaction.
    • Enter the desired amount to split:
      • To split equally, select Split all transactions equally from the drop-down.
      • To split unequally, select New Records All Zero and enter the split amounts.
    • Click Split transaction.
    • Review the details of your requested split.
    • To increase your number of splits, click Add Split.
    • To remove a split, click Delete.
    • If you changed the amount, click ReCalc when complete.
  • Click Comment to type the reason for the purchase or your changes
Note: If a surcharge appears on a Travel Event Planner card that has a contract/grant as the default, research the contract/grant to ensure the surcharge is accounted for appropriately.

7. Save and print.

  • Click Save. If you have additional pages to review and have completed the transactions on the current page, click Save/ Next Page.
  • Click Print, if a copy is required or to keep the document with the completed TEP-RF Form (Excel) and backup documentation.
Note: Edited transactions appear in gray and transactions that have been split will occupy multiple rows.

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Notice: UC San Diego policy for travel, and for meetings, entertainment and hosted events, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF). The source for meetings, entertainment and hosted events is UC Expenditures for Business Meetings, Entertainment, and Other Occasions (PDF).