My Wallet Transactions in Expense Reports in NUFinancials

This is a comprehensive guide to the use of My Wallet transactions for expense reports.

What are My Wallet Transactions?

  • Northwestern Corporate Card charges are automatically uploaded to My Wallet in NUFinancials after a purchase is made.
  • These charges are reconciled by creating an Expense Report from Northwestern Corporate card transactions in My Wallet.

What policies govern Expense Reports for My Wallet/Northwestern Corporate card transactions?

  • Northwestern Corporate Card Policy
  • Purchasing and Payment Policy and Procedures
  • Travel Policy & Procedures – Travel, Entertainment & Courtesy Policy

What does an Expense Report affect?

  • Expenses created from Expense Reports will be reflected in monthly financial reports as expenses once they are budget checked, even if all approvals have not been processed.
  • Sponsored Project Expenses - F&A will not be applied to these expenses until they have been completely approved.

Who can submit an Expense Report for My Wallet transactions?

  • Northwestern Corporate Cardholders.
  • Proxies who are authorized to enter expense reports on behalf of another employee.
You can review your My Wallet transactions without having to create an expense report. You can make changes to only the Expense Type and Description.
  1. Login to NUFinancials.
  2. Click the Expenses tile.
  3. Click My Wallet.
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You will be taken directly to the My Wallet page.

The My Wallet page looks very similar to the Expense Report page, but you are not in an Expense Report.

Review My Wallet Transactions as Proxy

  1. If you are a proxy for someone else, click on the drop-down arrow next to your name in the upper left-hand corner.
  2. Select Change Employee.
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  1. Click the Name drop-down arrow and select contains.
  2. Type the Employee Name in the Name box.
  3. Click Look Up.
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  1. Click on the employee name from the search result.
  2. You can also choose the employee you are proxy to from the displayed list (if visible) before your search.

Review the My Wallet Transactions

  1. You can update/select an Expense Type by clicking on the magnifying glass, if the pre-populated information is incorrect.
    1. Expense Type represents the various types of costs incurred with each Expense Type mapping to a specific expense account code for that Chart String.
    2. The Account Codes are pre-populated based on the merchant and may need to be corrected before the transaction is brought into an Expense Report.
  2. Enter a Description explaining the details for this particular expense.
  3. In the Attach Receipt box, DO NOT ADD ANY ATTACHMENTS.  Procurement and Payment Services prefers to have attachments uploaded to the Attach Receipts field on the General Information page of the Expense Report.
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Note: These are the only two items that can be changed in My Wallet – Expense Type and Description.

Once you have reviewed and updated your My Wallet charges as necessary, create a new Expense Report.

  1. Click the Expenses tile on the Homepage.
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  1. Click Create Expense Report.
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Creating Expense Report as a Proxy

  • If you are a Proxy, click on the drop-down arrow next to your name in the upper left corner.
  • Click Change Employee.
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After you choose an employee that you are proxy for, follow the steps below.
  1. Enter Business Purpose from the drop-down menu.
  2. Enter Description.
  3. Select Expenses Supervisor.
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  1. Click on the Expenses Supervisor magnifying glass.
  2. The following prompt will appear, click on the appropriate Expenses Supervisor name.
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Note: If this field does not appear, you will need to print the Expense Report, have it signed by your Supervisor, scan and attach it to the Expense Report for submittal.

  1. Scan and attach receipts and other supporting documentation (e.g. foreign currency conversion, hotel, Expense Policy Exception Form) in the Attach Receipt box.
    1. Click on Attach Receipt
    2. Click Add Attachment
    3. Click My Device and choose the file you want to attach
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  1. Click Upload
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  1. After clicking upload, a dialog box will appear. You can add additional attachments by clicking Add Attachment, edit attachments by clicking Edit (Delete attachments), and write a description about the attachment by clicking in the Enter Description box.
  2. Click Done once you are finished adding attachments.
  3. Consult with your school or department for document retention guidelines.
  4. If you do not have a receipt, you will need to write an explanation in the Description field on the Expense Entry page, in addition to attaching an Expense Policy Exception Form (found on the NUPortal.)  
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  1. Click Accounting Defaults -- This needs to be completed before clicking Add from My Wallet.
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  1. Enter the Fund and DeptID codes.
  2. Select the Project ChartFields tab to enter Project and Activity codes if using a grant or project chart string.
  3. Optional: to add another chart string, click the + (add) sign. Enter Amount percentage and chart string information.
  4. To remove an unwanted line, click the – (minus) symbol next to that line.
  5. Click Done.
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Note: Account is not entered here; it is preselected by the Merchant Category Code (MCC) and Expense Type. See Appendix A, below.

  1. Click the Expense Report Action drop-down arrow.
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  1. Select Add from My Wallet.
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  1. Select transactions from My Wallet by clicking the checkbox or Select All.
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Note: Contact the Manager of Northwestern Corporate Card Program about any transactions you do not recognize.
  1. Click Import.
The selected expenses are automatically populated into the Expense Report – Expense Entry page.
  1. Click Update Details.
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The Date, Payment Details, and Merchant information cannot be changed.
  1. If incorrect, change the Expense Type by clicking its magnifying glass and selecting a different expense type.
  2. Enter the description in the Description box if needed.
  3. Click on the Accounting field. This is where chart string information is stored.
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  1. To add additional chart strings to your expense report, click the + button next to the ChartFields line.
    1. Enter additional Fund and DeptID information, including the Amount to be charged to that chart string.
    2. Update Account Code, if applicable. For example, if you entered Other Expense as Expense Type, you will need to update the Account Code accordingly. (If you do not update the Account Code, you will get an error message asking you to change it).
  2. Click Done.
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To delete a line, click - .  A confirmation box will appear. Click Ok and the line will be deleted.
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Adding Additional Lines to the Expense Report

You can import another transaction from My Wallet to the Expense as an additional line. To import additional transactions to the Expense Report:
  1. Click on the Wallet icon.
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  1. Choose the transaction you want to import from My Wallet
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  1. Click Import.
  2. The additional transaction will display on the left-hand side of the Expense page.
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Deleting Expense Report Line

You can easily delete an expense report line by clicking on the delete icon found in the Upper left-hand side of the page.
  1. Select the line that you want to delete by clicking on the line.
  2. Click Delete icon.
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  1. A confirmation message will appear.
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  1. Click Yes to delete.
    1. If you want to cancel, then click No.
  2. A message will appear at the top of the page saying, “Your changes have been saved”.
  1. Click Save in the upper right-hand corner to save the expense report. (You must complete the General Information section and enter at least one expense line to save without error.)
  2. You can also click on the General Information icon to review the general information that you entered at the beginning. (You can click on this icon anytime to view the general information.)
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  1. Click Review and Submit in the upper right-hand corner after validating all the information and changes.
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An expense report summary will appear.
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  1. If you entered any foreign travel related expenses, a message will appear below Budget Status (not shown in the expense report summary example above, but see example shown below).
    1. Click the Foreign Travel Dates link.
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  1. Complete the Foreign Travel Dates window until Balance is 0.00.
    1. Enter the Country and City where the foreign expense was incurred.
    2. Enter the dates of the entire time (consecutive) that you were in the foreign country and city by clicking the Date From and Date To calendar icons and selecting the dates.
Note: if you were in the same city twice over two different consecutive dates and incurred expenses, enter each set of consecutive dates/expenses separately. For example, if you flew in to Frankfurt August 1 and stayed August 2, then went on to Prague August 3-5, then returned to Frankfurt August 6 and flew out August 7, you would enter 3 sets of dates:
  1. Frankfurt August 1-2
  2. Prague August 3-5
  3. Frankfurt August 6-7
  1. Enter the total amount in U.S. dollars of expenses you incurred in the foreign city. Note: If you incurred more than one expense for a given foreign city in consecutive dates, add the expenses up and enter the total expense.
  2. To add more foreign travel county, city, dates, and amounts, click  the plus sign and repeat steps i - iii.
  3. Click Done.
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  1. To make changes to your Expense Report, click Update Details.
  2. If you are ready to submit, click Budget Validation. (YOU MUST PERFORM THE BUDGET VALIDATION BEFORE SUBMITTING THE EXPENSE REPORT.)
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  1. The Budget Status will change to “Prov Valid
    1. If you get an error on the Budget Validation Status, review the following link for more information about budget errors: http://www.it.northwestern.edu/adminsystems/nufinancials/Errors.html.
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  1. You can add notes for this expense report by simply clicking Notes > Add Notes.
  2. If the user does not have an ER supervisor set up in the system, a Printable Version of the Expense Report should be printed and signed by the Expense Report supervisor. To access the Printable Version of the Expense Report, click on the “View Printable Report” under Additional Information.  
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Note:
Total is the grand total of all expense lines entered.<Non-Reimbursable Expenses are those selected lines which will not be reimbursed to the employee (not shown in this example).
Due to Employee is the total amount the employee can expect to be reimbursed for upon approval.

  1. A new window with the chart string information will open.
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  1. Click Submit.
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  1. If you are submitting the Expense Report for yourself, a Certification statement will appear. This is your electronic signature.
  2. Click Submit.
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  1. A Summary of all your expense reports will appear. Click on either Returned, Not Submitted, Awaiting Approval, or Pending Payment, on the left-hand side to view your expense reports.
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Note: Once you submit the expense report, it will go into workflow and you cannot edit it. Only when the Approver sends back the expense report can it be edited.
Sponsored Project Expenses - F&A will not be applied to these expenses until they have been completely approved.

  1. Navigate to Employee Self-Service > Travel and Expenses > Expense Reports > View.
  2. Enter Search Criteria.  
  3. Click on Search.
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  1. From the results, select the expense report that you want to view.
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Note: If you do an open search, the results will include all expense reports for all employees for which you are a proxy.

 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


Navigate to NUFinancials > NavBar > Navigator > Employee Self Service > Travel and Expenses > My Wallet Restore
  1. Click Search in Find an Existing Value.
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  1. Select the Empl ID whose My Wallet transactions were deleted.
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  1. Check the box under Restore for the deleted item.
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  1. Click Save.


Navigate to NUFinancials > Expenses > Create Expense Report

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Create an Expense Report by following all the instructions in Step 1: Create an Expense Report from My Wallet.
  1. Add another expense line and select the same Expense Type.
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  1. Under Payment Details, select Cash or Personal Credit Card in the Payment box.
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  1. Enter a chart string negating/reversing the amount of the personal My Wallet transaction.
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  1. Click Save. Once you click save, an error message will appear asking you to correct the “Negative expense amount—Credit reference information required”
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  1. Under Exception Comments, Click on the Credit Reference Required box.
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  1. A dialog box will appear. Enter a Credit Reference Comment as to the nature of this personal, non-reimbursable expense.
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  1. Click Done.
  2. Once complete, click the Review and Submit button.
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Expense Summary page will appear.
  1. Click on the Cash Advance under the Additional Information area.
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  1. This will take you to the classic Modify Expense Report page. From the Actions dropdown menu on the upper right-hand side of the screen, select the Adjustment Cash Advance option and select the GO button.
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  1. Once you click GO, another dialogue box will appear. Enter an Adjustment Cash Advance for the total that the University needs to be reimbursed.
    1. Enter a Source as Automated Clearing House.
    2. Description and the amount due the University should default in the Amount field.
    3. Check the box “By checking this box, I certify the advances submitted are accurate and comply with expense policy”.
    4. Check the certify box and select the OK button.
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  1. Once the adjustment cash advance has been applied, select the Summary and Submit link found in the upper right-hand corner of the screen.
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  1. Select the Budget Validation button to provisionally budget check the Expense Report.
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  1. Check the certify checkbox and select the Submit Expense Report button.
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A Submit Confirmation dialogue box will appear.
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  1. Click Ok.
After submitting the Expense Report, a confirmation saying that your Expense report has been submitted for approval will display.
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  1. Send a check to Accounts Payable for the Amount Due to Company.

Do I need to enter an individual expense report for each My Wallet charge?

My Wallet Expense Reports can include multiple transactions – no need to process an Expense Report for each individual transaction.  When possible, combine multiple card expenses on a single expense report.  Scan and attach all receipts on the same document, rather than individually.  Make sure you pull the transactions into an expense report for Corporate Card transactions as opposed to manually entering the information.

When do I use the Northwestern Corporate Card?

The Northwestern Corporate Card can be used to pay for goods and services that do not require a PO (Purchase Order), such as subscriptions, memberships, emergencies; not to be used for items in iBuyNU.

If I have questions about my Northwestern Corporate Card or My Wallet, who can I reach out to?

If you have any questions, please contact Mary Hallissey, Manager of the Corporate Card Program, at 847.491.5340. More information is also available on the Corporate Card section of our website.

If I charged a personal expense by accident on the Northwestern Corporate Card, what should I do to correct it?

Process for unallowable expenses will be similar to return of unspent advances. Follow the instructions in Appendix C –Reversing Personal Transactions on Corporate Card to resolve this issue.

I added My Wallet charges to an expense report, but I see the charges back in my My Wallet.  Do I need to add them again to a new expense report?

My Wallet charges sometimes get dissociated from the expense report used to reconcile them.  FFRA (Finance Facilities and Research Administration) has a fix that is applied weekly to correct this.  Check back after a week and the My Wallet charges should no longer be there.  Charges also return to My Wallet if the expense report used to reconcile them has been deleted. 

Can a proxy reconcile My Wallet charges for an employee?

Yes. Please follow the steps in Review My Wallet Charges and then follow Step 1, Step 2, Step 3, and Step 4 in this guide.
I do not see a Northwestern Corporate Cardholder’s name in the SC034 and SC035 reports.  Whom do I reach out to?
Please contact Mary Hallissey, Manager of the Corporate Card Program, at 847.491.5340.

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:expenses "corporate card"   Doc ID:110845
Owner:ESAF PTP Team .Group:Northwestern
Created:2021-05-17 08:50 CDTUpdated:2021-08-04 13:47 CDT
Sites:Northwestern
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