How to submit a negative expense line with My Wallet transactions

How to submit a negative expense line with My Wallet transactions

Document number: 16802

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 will begin using 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.

Employees may have negative transactions in My Wallet from airfare refunds/voids and credits/refunds from merchants. These transactions must be entered in an expense report to remove the transaction from My Wallet.

To submit a negative expense line with My Wallet:

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.
Click the Populate From My Wallet link.
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.
Negative transactions (i.e. -$175.00) will appear in My Wallet if a credit or refund was received from a merchant. Select this transaction as well.
Click the Done button.
Certain fields for transactions loaded through your wallet cannot be edited - Trans Date, Payment Type, Amount, Currency Code and Conversion Rate.
Select the Expense Type hyperlinks for airfare, hotel and auto rental transactions.
Confirm that the button for Preferred/Non-Preferred Merchant is selected with the appropriate Merchant name in the corresponding field.
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.
Select the Airfare expense type hyperlink if you have an airline credit or void and make a slight variation to the ticket number:

Add the letter C at the end of the ticket number for a credit.
Add the letter V at the end of the ticket number for a void.

Click the Done button.
Notice that the negative My Wallet transaction appears as Total Employee Credits and deducts from the Total Due.

Note: Your expense report must be greater than or equal to $0 to submit.
The expense report is now ready to be submitted unless you need to manually enter items that you paid for by cash (see section below).
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:

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.
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.
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.
Once all expenses have been entered, click the Done button. The summary page will appear.
Review the report. If any items need editing, select the Expense Type hyperlink.
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.
Enter the reason for the credit in the Credit Reference box and click OK.
Attach all original receipts for this expense report to a blank sheet of paper and mail to the Expense Department. Include your Name, Employee ID and the Expense Report Number on your receipt page. If you are being reimbursed for a reoccurring expense, such as DSL service, send in a copy of the bill.
- Employees working in the field: The Expense Department has postage-paid Expense Department envelopes that can be used to submit expenses. Request the envelopes from your expense representative via email. Be sure to include your address.
- Employees in a PeopleSoft office: You can send your original receipts through interoffice mail. Address interoffice envelopes to PS-Expense.

With the expense application you do not need to print out your report to send in with your receipts. You will always have access to review your report online at any time. It is therefore important that you have the expense report number clearly marked on the receipts page. A hard copy can be printed for your records. For additional information, see Eureka! document 17215 — How to Print an Expense Report.