Policy and Principles
Church-issued commercial cards are to be used only for business expenditures. Personal use of the Church-issued card is not allowed. Travelers who expect to incur travel expenses at least once every 18 months use a Church-issued credit card whenever possible. When a Church-issued credit card is available, use of a personal credit card for Church-related purchases is not approved. Cardholders are responsible to review and complete expense reporting in a timely manner, according to departmental and human resource policy, and to submit receipt documentation supporting all card transactions. Late completion of card expense reports and late receipt submission will result in card suspension or cancellation. The cardholder is responsible to submit or retain original supporting receipt documentation for all card transactions in accordance with departmental policy. Cards are returned to the Church when no longer needed for Church business.
At least monthly, the cardholder reconciles card activity and receipt documentation to the CARD reporting system to verify that all transactions are accurate and legitimate. Expense reports are prepared and submitted in accordance with departmental policy and procedure at least monthly. The local controller may determine that more frequent reviews and expense report submissions are required.
For Church workforce travelers, airfare costs are charged to the corporate Central Travel Account maintained by the area or headquarters Church travel office.
Credit card transactions, as well as reimbursement transactions, enter the approval process flow in CARD via an expense report. You will create an expense report and add credit card transactions and, if needed, out-of-pocket transactions to the expense report. When you submit the report, it goes to your approver for sign-off.
The following instructions are for the Fluid view in PeopleSoft.
Create an Expense Report
From the Card Services screen, click Expenses.
Click the Create Expense Report tile.
Select the appropriate business purpose from the drop-down menu (the default will be “Monthly Expenses”; it is OK to retain the default). Enter a description (for example, “Conference July 2017”).
Attaching receipts within CARD is not required, but it is a best practice. However, even when receipts are attached within CARD, the original receipt must be retained. If you wish to attach receipts at the header level, click Attach Receipt. This will allow you to attach the receipts to the expense report rather than to each individual transaction (the option to attach receipts at the transaction level will be detailed below).
Click Add Attachment.
Click My Device. Locate the saved receipt document, highlight it, and click Open.
Click Upload.
Click Done once the upload is complete.
Click Done.
If you prefer to assign the same accounting codes to all transactions you will add to the expense report, you can update the accounting defaults at the header level. You may update every accounting code field at the header level except the account. The account is assigned based on expense category and can only be edited within the wallet or at the transaction level. To edit accounting codes at the header level, click Accounting Defaults.
Click Show All.
Edit the appropriate fields (either by typing in the value or using the magnifying glass icon). Click Done.
You have successfully created an expense report and are now ready to add transactions to the report.
Add Wallet Transactions
Credit card transactions import to CARD daily and load to the cardholder’s wallet.
To add transactions from the wallet to an expense report, click Add from MyWallet.
A pop-up window will list all credit card transactions currently in the wallet. Check the box to the left of the transaction you want to add to the report. When you have selected all transactions you wish to add, click Import.
Click Update Details in the upper right-hand corner of the page.
Add a Comment to a Transaction
Comments are typically added to indicate the business reason for the purchase.
Select the transaction to which you want to add a comment by clicking the vendor name on the left-hand side of the screen. The transaction will be highlighted in green. On the right-hand side of the screen, enter your comment in the Description field. Click Save.
Attach a Receipt to a Transaction
Attaching receipts within CARD is not required, but it is a best practice. However, even when receipts are attached within CARD, the original receipt must be retained. Receipts can be attached at the header level of an expense report or the line level of a transaction.
To attach a receipt to an individual transaction, select the transaction to which you want to attach a receipt by clicking the vendor name, and then click Attach Receipt.
Click Add Attachment.
Click My Device. Locate the saved receipt document, highlight it, and click Open.
Click Upload.
Click Done once the upload is complete.
Click Done.
Reallocate a Transaction
All transactions will load to CARD with default accounting assigned at the user level.
To edit the accounting codes assigned to an individual transaction, select the transaction you want to edit by clicking the vendor name, and then click Accounting.
Click Show All and edit the appropriate fields (either by typing in the value or by using the magnifying glass icon). Click Done.
For instructions on how to split a transaction, click here.
For instructions on how to mass allocate transactions, click here.
Submit Expense Report for Approval
Once all expense report and transaction edits have been completed, the expense report is ready to submit to the approver for sign-off.
Click Review and Submit.
Confirm that the amount due to employee is correct. If needed, click View Printable Report to print the expense report (the report will open in a new tab).
Click Submit.
Click Submit.
You will be routed to the My Expense Reports page. You have successfully submitted the expense report for approval. The transactions will post to the general ledger upon approver sign-off.