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Travel Event Planner (TEP) Card Group Transactions Using the Attachment Tool

Find out how to link transactions to form a group using the Attachment Tool in ECManager.

The Attachment Tool in ECManager is used to attach receipts and documents to pending and posted Travel Event Planner (TEP) Card transactions.  Transaction Grouping allows you to create a group of transactions and link to an attachment(s).

All users who have defined roles as a Cardholder, Transaction Reviewer, Department Administrator, or Administrative Support within ECManager have access to use the Attachment Tool.

Other users, who do not have defined roles in ECManager but may need access to use this tool for reconciliation or other administrative purposes, can be given access through the Business Unit Management Tool.  These users can be assigned a role as Attachment Administrator (all access), or Attachment Viewer (view only).  For assistance with getting access to the Attachment Tool, contact your Business Unit Management Tool Administrator.

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1. Access the Attachment Tool.

  • Open ECManager.
  • If prompted to use Single Sign-On, enter your user name (UCSD email) and Business Systems password, click Sign On.
  • From the EC Manager main menu, click Attachment Tool.

2. Search for transactions.

  • Enter the required date range using either transaction start and end dates or IFIS posted start and end dates.
  • Enter the last 4 digits of the account number in Card Id.
  • Select TEP as the card type.
  • Check Transaction Grouping box to create a transaction group.
  • Click Submit.

3. Create a transaction group.

  • Check the box in the Group Id column for each Transaction Id you wish to include in the group.
  • In the Group Id field, name the group using a unique 10 character group id, such as, 2015000001 or JSOE000001.

Note: Transactions cannot be added to an existing group.  To include additional transactions, enter the group name on the Attachment Tool Search screen, delete all transactions from the group and begin again. 

4. Add an attachment when creating a transaction group.

  • Click on one of the group transactions to attach the required TEP-Reconciliation Form (TEP-RF) and backup documentation.
  • Click the Add an attachment link.
  • In the popup dialog box, select the document type from the dropdown menu.  Choose TEP Reconciliation Form (TEP-RF) to attach the required form and all backup as one attachment.
  • Click the Browse button, navigate to the desired document, select the document and click the Open button to upload the document.
  • Enter a description or business purpose for the attachment.

Note: All fields are required.

To add additional documentation, click the Add an attachment link.  Attachments can be deleted from pending transactions by clicking the Delete link next to the attachment. Attachments cannot be deleted for transactions that have posted to the Operating Ledger.

5. Search for an existing transaction group.

  • Enter the required date range using either transaction start and end dates or IFIS posted start and end dates.
  • Enter the last 4 digits of the account number in Card ID.
  • Select TEP as the card type.
  • Enter the Group Id, the name given when Transaction Group was created.
  • Click Submit.

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