Provide ChartField string(s) where the expense should be recorded
Provide detailed receipts or images of detailed receipts for each transaction
Document authorization of each purchase through one of the following:
Ink signature on each receipt
Ink signature on a group of receipts imaged as one document
Personally enter an Expense Report in the financial system
Personally apply an electronic signature for the activity
EFS EX Preparer Role (can be cardholder)
Expense report preparers must delegate themselves as UM Authorized Users to cardholders in order to reconcile procurement card activity.
Access financial system to review and bring procurement card transactions into an expense report (Employee Self-Service > Travel and Expense Center > Expense Reports > Create/Modify and click on the “Add a New Value” tab).
Compare receipts to transactions and ensure receipt(s)/documentation is attached to the Expense Report.
Ensure a justification is in the "Description Field" for each transaction.
Provide appropriate ChartField information for each transaction.
If a charge appears to be invalid or is not recognizable, go to the dispute process*.
Indicate in the justification (Description Field) that the transaction is being disputed.
Submit Expense Report for approval.
Department/Certified Approver (cannot be the cardholder)
Expense Reports will be routed for approval based on the Dept ID in the ChartField and the Payment Type (Prepaid or Out of Pocket).
Approvers can either Approve, Send Back or place an Expense Report on Hold. Approvers cannot make any changes to the Expense Report.
Imaging of receipts/documentation for Expense Reports.
Any receipts/documentation attached to an Expense Report will be “swept” into Perceptive Content once the Expense Report is approved.
Receipts/documentation not attached to the Expense Report must still be imaged into Perceptive Content.