Applying Credit Card Expense to the Expense Report

Access the Select Credit Card Expenses form.

Note: The system displays only credit card expenses with a transaction status of Available or In Dispute.

To apply credit card charges to the expense report:

1. On Select Credit Card Expenses, double-click the first field to the left of each credit card transaction that you want to apply to the expense report.

   The system updates the field with a check mark when the record is selected. To clear the credit card transaction, double-click the same field to remove the check mark.

2. Click Apply to my Expense Report.

3. On Confirm Expense Category and CC Receipt Type, complete or revise the Expense Category field.

4. If the receipt contains more than one expense, click the Summary Receipt option.

5. Click OK.

6. On Edit Receipt Detail Information, continue entering information about the expense using the same steps that you use to enter an expense manually.

   Note: The system does not allow you to modify these fields: Expense Date, Rate, Exchange Rate.Also, the system does not allow you to increase the amount of the Expense Amount field.

7. Perform one of these actions:

   • Click Save and Continue.

     If you selected more than one credit card expense, the system returns you to the Confirm Expense Category and CC Receipt Type form, and you repeat Steps 5 through 9 for each expense.

   • Click Cancel.

     The system does not include the expense on the expense report. If you selected more expenses, the system returns you to the Confirm Expense Category and CC Receipt Type form, and you repeat Steps 5 through 9 for each expense.

   • Click Cancel All.

     The system returns you to the Select Credit Card Expenses form, where you can clear or select additional transactions. The system saves any transactions that you confirmed previously.

     • Transaction Status

       Enter a UDC (09E/CS) that indicates whether the expense from the credit card company is available for use on an expense report. Values are:

       0: Available

       The expense has not been applied to an expense report.

       1: Applied

       The expense has been applied to an expense report previously.

       2 In Dispute

       The expense from the credit card company is wrong or inaccurate; research is being done to resolve the discrepancy.

       3: Nonreimbursable

       The expense is personal and should not be reimbursed to you by the company.

       4: Obsolete

       This is an optional code that you might want to assign to records that are available for purging.