my wallet & expense reports fsun – brown bag thursday, july 23, 2015
TRANSCRIPT
My Wallet & Expense ReportsFSUN – 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
Preparers
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
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
transactionsVerifies 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.
