This set of instructions is a supplement to How to Create an Expense Report, and assumes that the end user is already familiar with this process.
Travel Card expenses must be added to an expense report by using the My Wallet function.
All Travel Card transaction expenses must be included on an Expense Report even if there are no employee reimbursable expenses.
Log in to CUNYfirst and navigate to: Financials Supply Chain > Employee Self-Service > Travel and Expense Center > Expense Report > Create.
If submitting an Expense Report as a proxy, select the Employee ID of the faculty or staff member to be reimbursed using the search tool. Otherwise, proceed to Step 4.
On the Create Expense Report page, click the "Select" button next to the Travel Authorization to be copied, if necessary. Otherwise, click the "Return to Expense Report Entry" link to continue.
If:
a travel authorization was selected in the previous step, adjust prices and add or remove reimbursable and nonreimbursable expenses on the Expense Report Entry screen, as necessary. If any Travel Card expenses were brought over from the travel authorization, delete them. When finished with this, Travel Card expenses can be added from My Wallet. Using the dropdown menu next to the yellow "Add" button, select "Expenses from My Wallet" and then click "Add." Travel Card expenses should never be added manually—they must only come from My Wallet.
no travel authorization was selected in the previous step, the Expense Report Entry page will be blank. First, enter any reimbursable or nonreimbursable expenses, if necessary. Then, add the Travel Card expenses. This can be done by selecting "Entries from My Wallet" from the Quick Start dropdown menu at the top of the page. Travel Card expenses should never be added manually—they must only come from My Wallet.
On the My Wallet page, find the Travel Card charges you wish to add to the expense report. The Expense Types of all charges will say "VISA Transactions" by default. These will need to be changed to a more specific expense type description. To do so, click on the "VISA Transactions" hyperlink in the Expense Type column. Any charges added to an expense report with an expense type of "VISA Transactions" will need to be deleted and entered again.
On the My Wallet Detail page, select the appropriate expense type from the Expense Type dropdown menu at the top of the page, then click "Return to My Wallet." Repeat, as necessary, for any remaining charges you wish to add to the expense report.
When charges are ready to be added to the expense report, use the checkboxes on the left to select the charges, then click "Done" at the bottom of the screen. This brings the charges to the expense report.
Be sure to add any attachments by clicking on the "Attachments" link in the top section of the page and to verify the chartfield/budget information by clicking on the "Accounting Defaults" link.
To validate the data, click the "Check for Errors" button. If there are errors, the "Missing or Invalid Information" icon will be displayed on each line that contains an error.
This completes the expense report entry process. Click "Submit" to begin the approval process, then click "OK" on the following page. To save the expense report for later, click "Save for Later."
