Document number: 16800

 

Note: The American Express credit card data feed was activated for employees in the PSOFT and PSNLD business units in July, 2003. Employees located in PSBEL, PSGBR, PSFRA, PSDEU, PSITA, PSESP, PSCHE and PSCAD began using the American Express credit card data feed on February 1, 2004.

Please note that American Express transactions will be available for use in My Wallet with 24-48 hours from the date of purchase. This waiting period is subject to when the merchant reports the transaction to American Express.

To submit an expense report using My Wallet:

1. Open a new expense report and complete the steps to the Expense Details page. For additional information, see Eureka! document 16806 — How to complete the initial steps of an expense report up to the Expense Details page.
   
   
2. Click the Populate From My Wallet link.
   
   
3. Select the item(s) from your wallet that should be included on this expense report. You can choose one or more by clicking in the box next to the desired items so that a check mark appears. Click Select All to use all of the transactions.
   
   Note: If you see items in your wallet but are unable to select them, you must first map your expense types. You can select the expense type from the Expense Type drop down menu. Once complete, you can select the transaction for use.
   
   
4. Click the Done button.
   
   
5. Certain fields for transactions loaded through your wallet cannot be edited - Trans Date, Payment Type, Amount, Currency Code and Conversion Rate.
   
   
6. Select the Expense Type hyperlinks for airfare, hotel and auto rental transactions.
   
   
7. Use Hotel Wizard to expense various transactions that appear on your itemized hotel bill. For additional information, see Eureka! document 16816 — How to use Hotel Wizard with American Express My Wallet.
   
   
8. Confirm that the button for Preferred/Non-Preferred Merchant is selected with the appropriate Merchant name in the corresponding field.
   
   
9. Correct data errors when you find them (i.e. Non-Preferred Merchant is flagged, but a Preferred Merchant name appears).
   • Uncheck the Non-Preferred Merchant button and delete the Preferred Merchant name from the corresponding field.
   • Check the Preferred Merchant button and select the Preferred Merchant name from the drop down menu.
     
     
10. Click the Done button.
    
    
11. Review the report. If any items need editing, select Expense Type hyperlink.
    
    
12. Once you have verified that the information is correct, click one of the following buttons:
    • Save for Later: You wish to save this report and complete it at a later time.
    • Save and Submit: This begins the approval process. It will generate a "Request for Approval" email to your manager.

Items that you paid for by cash can manually be added by doing the following:

1. Select the Expense Type from the drop down list and click the Add button.
   The common expense type fields - Trans Date, Payment Type, Billing Code, Merchant, Description and Amount - will need to be completed for each expense item. The fields shown for each expense line will depend on the type of expense you choose from the drop down box. Any fields you miss will be flagged for you when you submit and can delay the entry of the report. To save time, fill out all fields during the initial entry.
   
   Note: A warning message will display upon moving to the next expense type or clicking Done when you manually select American Express as the Payment Type. The message will only display if your business unit is live on My Wallet and if your transaction was made after the My Wallet go-live date. Click OK to close the message.
   
   
2. Use the Delete icon ( ) to remove line items. You will get a dialog box stating, "Delete current/selected rows from this page? Delete will occur when the transactions is saved." Click OK to continue and the row will then be deleted.
   • Item deleted that was populated from your wallet before submitting the report: The item will be available for use on a future report.
   • Item deleted that was populated from your wallet after submitting the report: The item will not be available for use on a future report.
     
     
3. Once you have entered all the information for the line item, use the drop down box and the Add button to go to the next manually entered expense item. Enter all of the required fields.
   
   
4. Once all expenses have been entered, click the Done button. The summary page will appear.
   
   
5. Review the report. If any items need editing, select Expense Type hyperlink.
   
   
6. Once you have verified that the information is correct, click one of the following buttons:
   • Save for Later: You wish to save this report and complete it at a later time.
   • Save and Submit: This begins the approval process. It will generate a "Request for Approval" email to your manager.
     
     
7. Print and submit the report to the Expense Department:
   For additional information, see Eureka! document 17215 — How to Print an Expense Report.
   • International Employees: Follow your local procedures for submitting reports to your local Expense department.
   • North American Employees: Fax your report and receipts to the Expense department @ 1-866-240-6950.

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003 All rights reserved.
Created: dcb 06/26/2003
Revised: dcb 01/22/2004
Reviewed: 09/24/2004