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Enter an Expense Report for My Wallet Transactions

Contents

  1. View My Wallet transactions without creating an Expense Report
  2. Create a New Expense Report
  3. Appendix A – Unallowable Charges and Credits
  4. Appendix B - Expense Types with default Accounts
  5. My Wallet Quick Reference

What policies govern Expense Reports for My Wallet transactions?

What does an Expense Report affect?

Who can submit an Expense Report for My Wallet transactions?

View My Wallet transactions without creating an Expense Report (optional)

Users with Proxy Access will perform a search, first.

  1. Click Search.
  2. Click the Employee ID link next to the name of the employee whom you want to review transactions.

Graphic of My Wallet proxy search

My Wallet - Review My Wallet Receipts

Users without Proxy Access will start here.

  1. Adjust the date range as needed to see a list of transactions.
  2. Select a Transaction Status:
    • Unassigned (no expense report created)
    • Assigned (expense report created)
  3. Click Search.
    • Results matching your criteria appear below.
    • For more information about a transaction, click the Expense Type link for it.
    • Contact the Procurement Card Administrator about any transactions you do not recognize.
    • Attachments should not be added here. They should be attached when creating an expense report for these transactions.

Graphic of Review My Wallet Receipts

Create a New Expense Report

Navigation: NUPortal > Financial > Payments tab > Expense Reports > Create a new Expense Report
Alternate Navigation: NUFinancials > Employee Self Service > Travel and Expense Center > Expense Report > Create

  1. To enter an Expense Report for someone else, click the magnifying glass and select their Employee ID.
  2. Click Add.

Grpahic of Proxy Access selection

Step 1: Add Entries from My Wallet to the Expense Report

Users without Proxy Access will go directly to this screen.

  1. Click the Quick Start menu and select “Entries from My Wallet”.
  2. Click Go.
    Graphic of Quick Start menu with Entries from My Wallet selected
  3. Select transactions from My Wallet by clicking the checkbox or Select All.
    • Review the transactions in My Wallet against your receipts.
    • Contact the Procurement Card Administrator about any transactions you do not recognize.
    • For more information about a transaction, click the Expense Type link for it.
    • The merchant category code (MCC) automatically determines the Expense Type/account for a charge. The account can be updated in Accounting Details.
    • Ignore the Personal Expense column.
  4. Click Done.
    • The selected expenses are automatically populated into the Details section – Overview tab of the Expense Report.
    Graphic of Create Expense Report My Wallet

Step 2: Enter General Information

  1. Enter a brief Description that describes all expenses on this report.
  2. Click the drop-down menu and select a Business Purpose.
  3. Click Accounting Defaults.

Graphic of Expense Report General Information header

Step: 3 Enter Accounting Defaults

  1. Enter the chart string(s) these expenses will be charged to.
  2. Optional, to add another chart string, click Add ChartField Line. Enter % percentage and chart string.
  3. When all chart strings have been entered, click OK to return to the Expense Report.

Graphic of Accounting Defaults

Step 4: Details section - Overview Tab

Grpahic of Overview tab

  1. My Wallet transactions automatically populate the Expense Type, Expense Date, and Amount Spent fields. The Payment Type is “PCard” for these lines.
    • If a My Wallet transaction displays "Other Expenses" as the Expense Type, the account code must be changed.
    • To view the account or make any changes to the chart string, click Accounting Details.
  2. Optional, to add transactions from My Wallet, click the “New Expense” dropdown, select “Expenses from My Wallet” and click Add.
  3. Click the Detail tab to continue.

Detail Tab

  1. Enter a Description for each expense line.

Graphic of Detail tab

Step 5: Add Attachments

Graphic of Expense Report General Information header

  1. In General Information, click Attachments.
  2. Click Add Attachment.
    1. In the pop up that opens, click Browse.
    2. Select file name.
    3. Click Open.
    4. Click Upload.
  3. Enter a Description.
  4. Click OK.
    1. To remove an attachment, you must first click Save For Later.
    2. Then, go back to the attachment and click minus symbol.

Graphic of Expense Report Attachments

     

Step 6: Save, Budget Check, and Submit

  1. Click Save For Later.
    • You must complete the General Information and enter at least one expense line to save without error.
    • Review Totals:
      • Employee Expenses is the grand total of all expense lines entered.
      • Prepaid Expenses is the total of all Procurement Card charges.
      • Due Employee is the difference between them and should be 0.00.
  2. Click Check Budget.
    • Click OK in the corresponding pop up window (not shown).
    • Budget Checking Status will return as “Valid” or “Error”.
    • You may only submit an Expense Report with a “Valid" budget check.
  3. Click Submit. Click OK to the resulting confirmation.
    • If you are submitting the Expense Report for yourself, a certification statement appears. This is your electronic signature.  
    • If you are submitting on behalf of someone else (as proxy) the certification statement will not appear.
    • Once you submit, the expense report is in workflow and you cannot edit it (without having it sent back by an approver).

Graphic of Expense Report totals

Appendix A – Unallowable Charges and Credits

Unallowable Charges

Credits

Appendix B - Expense Types with default Accounts

Effective 1/27/16

Expense Type

Account

Advertising & Promotion

75150

Audio Visual Equipment & Supplies

73310

Books

73910

Catering
76725

Computer Equipment & Supplies

73075

Domestic Airfare

76765

Domestic Alcoholic Beverages

76769

Domestic Breakfast

76767

Domestic Dinner

76767

Domestic Hotel/Motel

76766

Domestic Incidentals

76767

Domestic Lunch

76767

Domestic Meal Group

76768

Domestic Per Diem

76767

Domestic Private Auto Mileage

76765

Domestic Public Ground Transport

76765

Domestic Rail

76765

Domestic Rental Vehicle

76765

Domestic Tolls & Parking

76765

Domestic Travel-Mtg & Conf Fees

76777

Domestic University-Owned Vehicle

76765

External Telecom Services
76960
Foodstuffs (non-catered food)
76725

Foreign Airfare

76770

Foreign Alcoholic Beverages

76774

Foreign Breakfast

76772

Foreign Dinner

76772

Foreign Hotel/Motel

76771

Foreign Incidentals

76772

Foreign Lunch

76772

Foreign Meal Group

76773

Foreign Per Diem

76772

Foreign Private Auto Mileage

76770

Foreign Public Ground Transportation

76770

Foreign Rail

76770

Foreign Rental Vehicle

76770

Foreign Tolls & Parking

76770

Foreign Travel-Mtg & Conf Fees

76778

Lab Supplies

73475

Magazine Subscriptions

73920

Mailing and Postage

75520

Maintenance & Repairs

75440

Membership Dues

75030

Moving & Storage

75852

Office Supplies

73010

Other Expenses (*invalid account, must be changed under Accounting Details)
73005*

Printing

75130

Professional & Consulting Services
75010

Professional Development

76730

Purchased Software
73100

Research Subject Fees

78660

Used for Advances

76765


My Wallet Quick Reference

Navigation: NUPortal > Financial > Payments tab > Expense Reports > Create a new Expense Report

Step 1: Add Entries from My Wallet to the Expense Report

  1. Click into the Quick Start menu and select Entries from My Wallet.
  2. Click Go

Graphic of Quick Start menu with Entries from My Wallet selected

  1. Select transactions from My Wallet by clicking the checkbox or Select All.
  2. Click Done

Graphic of Create Expense Report My Wallet

Step 2: Complete the Expense Report and Submit for Approval

  1. Enter an overall Description.
  2. Select a Business Purpose.
  3. Click Accounting Defaults and enter the chart string(s) these expenses will be charged to.
  4. Click the Detail tab and enter a Description of the purchase(s).
  5. Scan and attach receipts and other supporting documentation in Attachments (under Comments).
  6. Click Save for Later.
    • Totals should indicate that the Employee Expenses = Prepaid Expense and Due Employee is 0.00.
  7. Click Check Budget, and then click OK.
  8. Click Submit, and then click OK.

Graphic of entire expense report