My Wallet Transactions in Expense Reports in NUFinancials

Review Northwestern Corporate Card Transactions as Proxy

Navigation:  Navigator> Employee Self-Service> Travel and Expenses> My Wallet

1. Enter the EmplID of the user you are a proxy for.
2. Update the Date Range for the My Wallet transactions you want to view.  Click Search.
3. Select an Expense Type of any line to edit.
4. In the Expense Type drop-down, select the Expense Type you want to change the My Wallet transaction to. 
5. Click Save

2. Click Create Expense Report.

Creating Expense Report as a Proxy

• If you are a Proxy, click on the drop-down arrow next to your name in the upper left corner.
• Click Change Employee.

1. Enter Business Purpose from the drop-down menu.
2. Enter Description.
3. Select Expenses Supervisor.

1. Click on the Expenses Supervisor magnifying glass.
2. The following prompt will appear, click on the appropriate Expenses Supervisor name.

      

4. Scan and attach receipts and other supporting documentation (e.g. foreign currency conversion, hotel, Expense Policy Exception Form) in the Attach Receipt box.
   1. Click on Attach Receipt
   2. Click Add Attachment
   3. Click My Device and choose the file you want to attach 

       

4. Click Upload

5. After clicking upload, a dialog box will appear. You can add additional attachments by clicking Add Attachment, edit attachments by clicking Edit (Delete attachments), and write a description about the attachment by clicking in the Enter Description box.
6. Click Done once you are finished adding attachments.
7. Consult with your school or department for document retention guidelines.
8. If you do not have a receipt, you will need to write an explanation in the Description field on the Expense Entry page, in addition to attaching an Expense Policy Exception Form (found on the NUPortal.)  

5. Click Accounting Defaults -- This needs to be completed before clicking Add from My Wallet.

3. Enter the Fund and DeptID codes.
4. Select the Project ChartFields tab to enter Project and Activity codes if using a grant or project chart string.
5. Optional: to add another chart string, click the + (add) sign. Enter Amount percentage and chart string information.
6. To remove an unwanted line, click the – (minus) symbol next to that line.
7. Click Done.

6. Click the Expense Report Action drop-down arrow.

7. Select Add from My Wallet.

8. Select transactions from My Wallet by clicking the checkbox or Select All.

9. Click Import.

10. Click Update Details.

4. To add additional chart strings to your expense report, click the + button next to the ChartFields line.
   1. Enter additional Fund and DeptID information, including the Amount to be charged to that chart string.
   2. Update Account Code, if applicable. For example, if you entered Other Expense as Expense Type, you will need to update the Account Code accordingly. (If you do not update the Account Code, you will get an error message asking you to change it).
5. Click Done.

Adding Additional Lines to the Expense Report

1. Click on the Wallet icon.

2. Choose the transaction you want to import from My Wallet

3. Click Import.
4. The additional transaction will display on the left-hand side of the Expense page.

Deleting Expense Report Line

1. Select the line that you want to delete by clicking on the line.
2. Click Delete icon.

3. A confirmation message will appear.          

4. Click Yes to delete.
   1. If you want to cancel, then click No.
5. A message will appear at the top of the page saying, “Your changes have been saved”.

3. Click Review and Submit in the upper right-hand corner after validating all the information and changes.

4. If you entered any foreign travel related expenses, a message will appear below Budget Status (not shown in the expense report summary example above, but see example shown below).
   1. Click the Foreign Travel Dates link.

2. Complete the Foreign Travel Dates window until Balance is 0.00.
   1. Enter the Country and City where the foreign expense was incurred.
   2. Enter the dates of the entire time (consecutive) that you were in the foreign country and city by clicking the Date From and Date To calendar icons and selecting the dates.

Note: if you were in the same city twice over two different consecutive dates and incurred expenses, enter each set of consecutive dates/expenses separately. For example, if you flew in to Frankfurt August 1 and stayed August 2, then went on to Prague August 3-5, then returned to Frankfurt August 6 and flew out August 7, you would enter 3 sets of dates:

1. Frankfurt August 1-2
2. Prague August 3-5
3. Frankfurt August 6-7

3. Enter the total amount in U.S. dollars of expenses you incurred in the foreign city. Note: If you incurred more than one expense for a given foreign city in consecutive dates, add the expenses up and enter the total expense.
4. To add more foreign travel county, city, dates, and amounts, click  the plus sign and repeat steps i - iii.
5. Click Done.

3. The Budget Status will change to “Prov Valid”
   1. If you get an error on the Budget Validation Status, review the following link for more information about budget errors: http://www.it.northwestern.edu/adminsystems/nufinancials/Errors.html.

4. You can add notes for this expense report by simply clicking Notes > Add Notes.
5. If the user does not have an ER supervisor set up in the system, a Printable Version of the Expense Report should be printed and signed by the Expense Report supervisor. To access the Printable Version of the Expense Report, click on the “View Printable Report” under Additional Information.  

6. A new window with the chart string information will open.

7. Click Submit.

8. If you are submitting the Expense Report for yourself, a Certification statement will appear. This is your electronic signature.
9. Click Submit.  

10. A Summary of all your expense reports will appear. Click on either Returned, Not Submitted, Awaiting Approval, or Pending Payment, on the left-hand side to view your expense reports.

Note: Note: If you do an open search, the results will include all expense reports for all employees for which you are a proxy.

2. Under Payment Details, select Cash or Personal Credit Card in the Payment box.

3. Enter a chart string negating/reversing the amount of the personal My Wallet transaction.

4. Click Save. Once you click save, an error message will appear asking you to correct the “Negative expense amount—Credit reference information required”

5. Under Exception Comments, Click on the Credit Reference Required box.

6. A dialog box will appear. Enter a Credit Reference Comment as to the nature of this personal, non-reimbursable expense.

7. Click Done.
8. Once complete, click the Review and Submit button.

9. Click on the Cash Advance under the Additional Information area.

10. This will take you to the classic Modify Expense Report page. From the Actions dropdown menu on the upper right-hand side of the screen, select the Adjustment Cash Advance option and select the GO button.

13. Select the Budget Validation button to provisionally budget check the Expense Report.

14. Check the certify checkbox and select the Submit Expense Report button.