PGS Policy Change for submission of Expenses

PGS Policy Change for submission of Expenses

Document number: 16820

PeopleSoft Global Services has modified the expense reporting policy for reimbursable business expense items to allow for delays in My Wallet transactions.

Issue:
Since the implementation of American Express My Wallet in select Business Units earlier this year, it has been increasingly difficult to adhere to a weekly reporting policy. American Express transactions occurring at the end of a week are sometimes not available when employees submit their weekly expense reports. This results in delayed expense reports or incomplete weekly expenses.

Background:
American Express transactions are generally available in My Wallet between 24-48 hours after incurring the expense. However, this is dependent upon the vendor reporting the transaction to American Express and a successful daily load of the transactional data into My Wallet. Also, within 24 hours of a transaction appearing in the employee's online Corporate American Express account, transactions will be included in the data feed from American Express. If the daily feed has already occurred, the transaction will be available in the next daily feed.

Weekly expense reporting presents challenges when expenses are incurred at the end of the week, and an employee is attempting to include transactions that are not yet in My Wallet. This issue is mitigated by a change in the expense reporting policy.

Solution:
PGS will still maintain a weekly expense reporting policy including the policy that all expenses be submitted within 30 days. The policy has been modified, however, to allow an expense report to be submitted 1 week in arrears.

For example, an employee would submit his 9/19/03 expense report in the week ending 9/26/03. This new policy alleviates concerns about My Wallet transactions not being available for weekly expense report submissions.

Exceptions:
Special instructions and any changes to deadlines for quarter end/year end expense reporting will be communicated by PGS Global Operations as needed.

Please direct any questions related to this change in policy to your local manager or regional VP.