Q: What should I name the transactions in the expense report description?
A: The description should say “JPMC,” followed by the month and year the transactions occurred in. For example, March transactions will be called “JPMC March 2022.”
Q: How do I name the report description if I have multiple months on the expense report?
A: Please avoid submitting expense reports with transactions from multiple months. If you have transactions waiting to be reconciled for both March and April, create a report with the description of “JPMC March 2022” and only add in the transactions that occurred during March. Then, do the same thing for the month of April with the report description as “JPMC April 2022.”
Q: Can you submit multiple transactions during the month, or do we have to submit all transactions at once?
A: You can submit transactions as they come in, or you can submit everything for that month all at once.
Q: On the new system, is there a cutoff for submitting the transactions each month?
A: Yes. Please submit transactions from the previous month by the 20th of the following month. (i.e., March transactions will be due on April 20)
Q: Will there still be a JP Morgan cutoff date on the new system?
A: No, we will utilize the 20th of the month, rather than the JP Morgan cutoff date. In the new system, unreconciled transactions will remain in “My Wallet” until expensed.
Q: Will there be a notification once new transactions are available to be reconciled?
A: Yes, cardholders and delegates will receive email notifications letting them know new transactions have been loaded to “My Wallet.”
Q: Is there a way to allow employees to submit credit card transactions on behalf of other employees?
A: Yes, in the new system this function is called “Authorize Delegates.” There is a link under the employee’s “Expenses WorkCenter” to add in “Delegates” to submit the transactions for the employee. Please refer to the “Authorize Delegates” training document on our website.
Q: Are there any training documents available?
A: Yes, please refer to our website for all available training documents.
Q: Should all the receipts be combined into one PDF file?
A: The system only allows one receipt to be attached at a time, so we recommend combining all the receipts into one PDF for easier submission and review.
Q: If you accidentally create a duplicate reconciliation for a month how do you combine the reports?
A: When this occurs, you will want to delete one of the reports. Once the duplicate report is deleted, any added transactions will automatically be placed back into the cardholder’s “My Wallet”. Please refer to the “Deleting an Expense Report” guide under “Training Documents” on our website.
Q: If you accidentally combine transactions from different months in a report, how do you put transactions back into the wallet?
A: Click on the minus button at the end of each transaction that you want to remove from the report. There will be a confirmation popup screen to delete the transaction. This will remove it (not delete) from the report and put it back into the wallet.
Q: Do the receipts need to be in the same order as the transactions that are in my expense report?
A: No, but we recommend trying to sort the receipts in the order of the transactions that have been added from “My Wallet” into the expense report. This can be done before uploading the receipts in the “Attachments” link.
Q: How can we include multiple approvals for credit card reconciliation if needed?
A: The department can have the individuals look at a report and send an approval email. Also, you can save the report for later, create a printable version, and then email it to the additional approvers. Whoever is submitting or approving the report can attach the approval under the “Attachments” link.
Q: If you are not an expense approver, can department personnel still go into the system and look at the report?
A: Yes, we can set up who needs the access, even if they are not submitting or approving.
Q: Can an employee’s default chartstring be set as a sponsored or restricted chartstring?
A: Yes, we can set the fund, department, and program code to whatever you want it to be. For sponsored funds, we would leave the project ID, activity, and bud ref blank. Projects are temporary, so leaving these fields blank will ensure there are no errors when creating an expense report.
Q: Is there still a 60-day limit for expense reports that have sponsored chartstrings?
A: Yes, this will still stay in place.
Q: What is the PC bus unit?
A: SYRUN is for sponsored tails, and SYRCP is for capital projects.
Q: Why am I getting an invalid Chartstring for business meals when I have a OSA project?
A: Business meals can be unallowable with sponsored projects. Change the account code to travel to allow the charge to go through. If unsure or need more assistance with projects, please contact Sponsored Accounting. (contacct@syr.edu)
Q: Why is the SYRUN in the GL Unit field of the chartstring turning red?
A: There must be a combination error with the chartstring. Please look for a red flag icon next to the date of the transaction that has the SYRUN in red. Click on the flag and it will tell you what is wrong with the chartstring.
Q: Is there an ability to add favorites like in JPMC?
A: The default chartstring is limited to one per employee. We will try to customize the system in the future for more efficiency.
Q: Will split chartstrings properly route to the individual who needs to approve each? If our Assistant Dean needs to approve, will the approval be quick and easy?
A: Yes, it will. The Assistant Dean in this example will get a notification email, and only be required to go in once a month to approve for most departments.
Q: Do we still submit transactions when the credit card is used in error? Any additional documentation needed?
A: Yes, still submit the transaction(s) and attach the cash ops receipt via the “Attachments” link of paying the charge back to the University. Please see your department’s budget manager for further guidance if needed.
Q: With an accidental charge, where do we indicate other than in the business purpose?
A: Please attach the cash ops receipt to the report via the “Attachments” link showing reimbursement to the University. See your department’s budget manager for further guidance if needed.
Q: Do charges and credits have to wait to be submitted together?
A: No, you do not have to wait. The charge can be submitted, and credit can be submitted once it is received.
Q: If an employee’s supervisor changes and an expense report goes to an old supervisor, can we re-route it?
A: Yes, please email disburse@syr.edu and we can re-route it for you. There is no need to send the report back to the submitter.
Q: Are the chartstrings visible on printable reports?
A: Yes, they are. Users can navigate to the “Expense Report Print” link under the “Expenses WorkCenter”.
Q: When using Expense Report – Print, do the printed reports show the receipts?
A: No, but you can go to the “Expense Report – View” link under the “Expenses WorkCenter” and look up the expense report in question to see the receipts.
Q: Will there be cardholder identification once posted to the general ledger like last names?
A: Yes, the last name of the cardholder, report description, and number will be on the financial reports.
Q: What happens when a supervisor is on leave? Do we need to ask for a delegate or can we assign an alternate approver like we can in Epro?
A: Use the “alternate approver setup” link under the “Expense WorkCenter” and set an alternate approver like you do in Epro.
Q: If there is a unique department or program, how do I get it to the proper approver?
A: We will try to set up separate approvals to route them properly and will work with the department personnel on what is best.
Q: Will we have to fill out a location for every transaction?
A: Each expense type has specific information it may need but will not require a location for every expense. Also, if you use the “Default Location” to set a location for the expense report, the location will be filled in automatically.
Q: The location I tried to enter is not pulling up in the system, what can be done about this?
A: If a location is not listed, please enter “Other” and the state or country abbreviation depending on where the location is. For example, “Amherst, MA” is not listed, so “Other, MA” will be entered to satisfy the required location field. Then, enter the specific location in the business purpose field.
Q: If I have to input a location for a virtual conference, what do I enter?
A: Please enter the location of where you are physically located for the conference. If you are attending the virtual conference in Syracuse, for example, then that is what should be entered.
Q: For a round-trip airline ticket while traveling, what do we enter for the location?
A: Please enter your destination location, and not the return location.
Q: Do we need to update the merchant under each expense type that requires it?
A: No, this information will populate automatically.
Q: If I am an approver, do I need to go to my worklist to approve?
A: No, you will first receive an email notification to approve an expense report. Click the “Travel & Expense Center” tile, then click either the notification bell icon to find the expense report or the “Approve Transactions” link under the “Expenses Processing – Employee” column of links.
Q: If chartstrings are updated by the department approver, can they approve the report without sending it back to the submitter?
A: The only change you can make to the chart string is to the account code. Any changes other need to be sent back to the submitter to be re-submitted to update the workflow.
Q: Can we submit one transaction at a time for a certain month?
A: Yes, but you would have to keep submitting separate expense reports with the same report description. This may be more beneficial for cardholders who do not use the card regularly.
Q: Are we required to use Office Lens to capture receipts?
A: No, we only recommend it, as it is a user-friendly tool.
Q: With foreign currency, do we need to attach currency conversions along with the receipts for credit cards as we do for employee and travel expenses?
A: No, it is not required. Credit cards will show the charge in U.S. dollars once added to the expense report.
Q: How can I look up expense reports that have been processed already, or current ones pending review?
A: Click on the “Expense Report View” link under the “Expenses WorkCenter” Please refer to the last page of the “Entering an Expense Report” submitters guide on our website for screenshots.
Q: If I am set up as a delegate for multiple people, is there a way to easily see everyone’s transactions from JPMC?
A: Yes, go to the “My Wallet” link under the “Expenses WorkCenter” as that will show you all transactions in “My Wallet” for each employee you are a delegate for. Please click the “My Wallet” link twice to be able to search for other employees.