Using Shared Credit Cards
Many organizations have the need for multiple employees to charge against the same company or corporate credit card. The Shared Credit Card feature is designed to allow this.
It is important to understand the configuration and process flow for shared credit cards.
This diagram illustrates the process flow from the time of a credit card charge to the time that the charge is pulled into an expense report.
Shared Credit Card Process Steps:
Using a shared credit card, the credit card owner or a shared credit card user incurs an expense.
The expense charge is sent to the credit card company.
The Load External Data Sources Page is run to import credit card charges into your PeopleSoft system from the credit card company.
The shared credit card charge is imported into the Wallet for the credit card owner and all shared credit card users. This is based on the credit card number.
Note: Shared charges should always come from this load process.
The individual who creates a charge (this would be the credit card owner or a shared credit card user) pulls that charge into an expense report.
This task removes that charge from the Wallet of credit card owner and all other shared credit card users.
The individual submits their expense report as normal.
Your organization reimburses the credit card company.
Shared Credit Card Assumptions
PeopleSoft assumes that:
Your organization pays the credit card company for the full amount of charges.
It is the responsibility of your employees (or proxy/delegate users) to create expense reports for charges incurred.
Each charge placed on a shared credit card can only be claimed by one user: the credit card owner, or one of the shared credit card users.
Shared credit card transactions must come from the credit card feed using the Load External Data Sources process.
If a shared credit card amount is manually added into someone's wallet or an expense report, the system does not recognize it as a shared credit card transaction.
It is the responsibility of the credit card owner to monitor Wallet transactions as well as clean-up and notify authorized users that there are outstanding wallet transactions not claimed on an expense report.
The My Wallet chart on each members (shared credit card owner and all shared credit card user) Dashboard/Homepage includes all charges incurred on a shared card.
The credit card owner and all shared credit card users receive credit card overdue notificatins for overdue payments.
My Wallet Display from the Homepage
The My Wallet graph that appears on an employee's homepage includes shared credit card transactions.
My Wallet Tile showing shared credit card transactions
To set up the Shared Credit Card feature:
Access the Shared Credit Card Users Page for the credit card owner to add all employees who can share that credit card along with start and end dates.
When you access the Employee Profile - Corporate Card Information Page (Shared Credit Card Users), the Shared Card Data grid appears.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
EX_CC_SHARE_DT_SEC |
Add employees to a shared credit card. |
|
|
RUN_EXDATALD |
Load data from outside sources into PeopleSoft Expenses tables. |
|
|
EX_TRANS_LN_FL |
Add, modify, or view Wallet entries. |