320.4 Working with My Corporate Card and My Wallet Procedure

Working with My Corporate Card and My Wallet Procedure
Procedure # 320.4
Rev.:
Effective Date:

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.


II. Who is Affected by This Procedure

Employees who use the My Corporate Card; Alternates who prepare Expense Reimbursements for My Corporate Card holders.


III. Procedure

A. Viewing your My Corporate Card activity in My Wallet

  1. Sign into e-Reimbursement.
  2. Click the Expenses tile. Within the Expenses tile, there are three places to access your My Wallet activity:
    1. Add Quick Expense tile
      1. All Corporate Card expenses which have not been accounted for on an Expense Reimbursement are shown.
      2. This is the only place the Expense Type of a Corporate Card expense can be modified.
      3. Users can add additional expenses to My Wallet using the plus sign icon. Users can manually add Corporate Card, P-Card, or Personal Fund charges to My Wallet which can be accessed when creating an Expense Reimbursement.
      4. Users can delete My Wallet transactions using the trash can icon.
    2. My Wallet tile – this tile is functionally similar to Add Quick Expense except users cannot modify Expense Types here.
    3. Expense History tile – this tile shows Corporate Card expenses which have been accounted for on previously-created Expense Reimbursements.

 

B. Accounting for Corporate Card expenses in e-Reimbursement

  1. See Procedure 320.1 for instructions on creating a new Expense Reimbursement.
  2. My Wallet transactions are pulled into the Expense Reimbursement using the Add from My Wallet icon on the General Information page or the wallet icon on the Expense Entry page. These icons will not appear if there are not My Wallet expenses to choose.
  3. Users can manually choose “US Bank Corporate Card” as the payment type for any expense.

 

C. Payment

  1. All Corporate Card expenses – whether they are pulled into the Expense Reimbursement from My Wallet or they are manually marked as a US Bank Corporate Card transaction – are paid directly to US Bank upon approval of the Expense Reimbursement.
  2. To avoid credit balances on the Corporate Card, cardholders must make efforts to avoid duplicate or incorrect payments made to US Bank.

 

D. Corporate Card Reconciliation

  1. My Wallet should not be used as the only means of monitoring Corporate Card activity. Expenses can be manually added or deleted from My Wallet; these actions would not be reflected on the Corporate Card activity.
  2. See Procedure 301.1 for information on managing your Corporate Card.

IV. Contact Roles and Responsibilities

A. Traveler/User/Cardholder: responsible for ensuring timely reconciliation and payment of their Corporate Card balance.


V. Definitions

A. e-Reimbursement: the web-based expense reimbursement submission and review tool.

B. My Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.


VI.  Related References


VII. Revisions

Procedure Number 320.4
Date Approved
Revision Dates