CARDHOLDER GUIDE. Step I: ENTERING DATA ONLINE. Click on: Account Activity. Select: Transaction Summary

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1 CARDHOLDER GUIDE JP Morgan Chase MasterCard - SmartData Generation2 SDG2 Supported Browsers Windows XP - Internet Explorer 8 or Firefox 17 Windows 7 - Internet Explorer 8 & 9 or Firefox 24 Windows 8 - Firefox 24 Step I: ENTERING DATA ONLINE Click on: Account Activity Select: Transaction Summary SEARCH CRITERIA: 1. Reporting Cycle button 2. Month (current reporting cycle is set as a default) 3. Search 1. Click button 2. Select month as needed 3. Search Under Detail, click on: Accounting Detail to expand one single transaction at a time. WARNING! Split Transaction Be careful not to click on Split Transaction when you intend to click on Accounting Detail. If you do click on Split Transaction without clicking Save first, you may lose your work and will need to re-enter data. Another option is to click on Expand All which will expand all transactions in the screen. 1

2 a. Expense Description - Enter business purpose of transaction. Only the first 15 characters will post to the General Ledger. Enter something that will make sense to those who read the General Ledger. This cell allows up to 255 characters so you may include a lengthy description after those first important 15 characters. All that you enter here will print on your P-card Expense Report. b. GL Acct # - select appropriate GL account number in the cells located to the right of your department name. c. Receipt Included - Select appropriate answer Click to see available answers Select one If a receipt is lost and the transaction is $75 and over, fill out a "P-Card Missing Receipt" form located at ADDITIONAL FIELDS: Event/Trip/Purpose (Optional field) Meal/Entertain Participants (list of names is required if hosting a meal) Misc Detail 1 & 2 (Optional field) Project ID # to be used for Projects Accounting only d. Check Reviewed boxes for each completed transaction. Once you check the Reviewed boxes and Save, you will not be able to edit entries. If you do need to make any changes, contact your Account Group Manager or the Accounting office; accounting@willamette.edu IMPORTANT!! Click Save before you leave each screen. If you have numerous pages of transactions, you must click Save before you move on to the next page. The website does not auto-save as you go. Please note: Add Cash Transaction is currently not linked to direct deposit. To avoid confusion, do not use this feature. Instead, use an Expense Reimbursement Request form available in Campus Use Forms at 2

3 Step II: EXPENSE REPORT On the blue menu bar click on: Reports then click on: Run Cardholder Name will already be populated for you Click to expand, select Travel Reports, then select Expense Report Saved to Favorites SKIP # 3 SKIP # 4 Name your Report 3

4 Click to expand (make sure the current Reporting Cycle is selected) If you skip this step, the report that you download will not be correct and will be returned to you. SSelecte [WU User ID] You will receive an from Online Reporting when your report is ready, Or you may wait and your report will be available in the Dashboard You may also find your report if you are in the Home screen Select Completed Reports This takes you to the Dashboard where you will see your report once it is ready. If you don't see your report, click on Scheduled to see if it is processing. 4

5 Download your report by checking the box to the left of the report name and click on Download to the right of the report The report will download in PDF format. You may delete your report so reports don't stack up in your Dashboard, otherwise it may get confusing as to which report is the one you want unless you name your reports. Keep in mind that reports are available at the P-card website up to 3 years from the transaction posting date. How to delete a report: Go to the Dashboard again and click on the box to the left of the report name. Scroll down and click on Delete Print the report. Organize your original receipts in order of how they appear on the report. Tape small original receipts to an 8.5" x 11" piece of paper. Staple receipts and any additional supporting documentation to the Expense Report. The Cardholder should sign the last page of the report on the left side. Submit report with receipts to your Immediate Supervisor, Dean or Vice President or Fiscal Officer for approval. The person who approves must have a Signature Authorization Delegation form on file in Accounting. your Account Group Manager for online approval to be completed. Submit Expense Report with receipts Accounting Training available - contact Jan Kenitzer jlkenitz@willamette.edu ext Statement closing date: 26th ( is sent from Accounting between the 27th - 29th) The following steps must be completed 10 business days after the statement closing date 5