My Wallet & Expense Reports FSUN – Brown Bag Thursday, July 23, 2015

Agenda Cardholders Expense Preparers Approvers

Cardholders Use of My Wallet is for cardholders who are NOT Expense Preparers in EFS Use My Wallet to: –Monitor activity on your PCard –Provide justification for the purchase –Attach signed receipts

Cardholders Using My Wallet: –Click on Expense Type to add justification and attach receipts

Cardholders 1.Attach receipts and other supporting documentation 2.Provide justification (focus on the why) 3.To save information click on Return to My Wallet 4.Notify Button – Do not use on this page

Cardholders Cardholder Feedback –Notification to cardholder that new transactions have posted in My Wallet –Notification to cardholder of aging transactions –Notification to cardholder that activity has been processed

Preparers Do not use My Wallet for adding justification or attaching receipts –Use My Wallet to research transactions and status of transactions Do the work in the expense report

Preparers Preparers can add attachments at either the header or line level –Attachments added by cardholder will show up at line level –Use header attachments if cardholder doesn’t add attachments in My Wallet Scan all attachments into one file and upload –If cardholder added attachments they do not need to be added by the Preparer too

Preparers Justifications should focus on the WHY Justification that is added in the Description field will print on the bar coded ER report –Additional justification can also be added to Notes on the Summary and Submit page Easy for approver to see Multiple Notes can be added to ER Notes will also print on the ER report

Preparers

Sending transactions back to cardholder –Have to delete them from the ER and notify cardholder of what needs to be done –Deleting PCard transactions from an ER will put them back in My Wallet

Preparer Preparer Feedback –Notification to Preparer of transactions available to pull into an ER –Ability to see Justification/Description and Attachments when pulling in My Wallet transactions –Not enough space in Description field Want more than 254 characters

Approver Ability to see attachments –Should open and view receipts Justifications should focus on the WHY –Cardholders or Preparers may need to attach additional documentation if there isn’t enough room in Description field to enter justification

Approvers

Approvers/Preparers Related Content –Display all ChartFields Shows ChartField string information for all lines on the ER –TA/CA/AR Shows the status of documents related to a TA, CA, and AR

Approvers Sending ER back to Preparer –Recommend that you add reason for the return to the Notes as well as the Approver comments –Able to see the Notes once the ER is submitted again for approval

Recommended Process Cardholder uses My Wallet to provide justifications and attach receipts weekly Each week Preparer works on previous weeks transactions Verifies justification is complete, receipt is attached and adds CF string Approver reviews each transactions for appropriate justification, receipt has been attached and appropriate CF string was used.

Questions? Beth Tapp