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MASTERCARD ACQUITTAL GUIDE

Document updated 03/06/2016

Under the Main Menu, Select “Employee Self Service”

Select “Travel & Expense Centre”

Under the Expense Report Heading, Select “Create”

(If you had already begun your acquittal and saved it for later then you need to select

If your Employee ID # is not in the box enter it ensuring all the 000’s are included or click on the magnifying glass.

Select “Add”

First of all navigate to the Financial Services web page http://www.finserv.uwa.edu.au/applications/peoplesoft .

Go to the bottom of the page and click “Login to Peoplesoft” and it will take you to the Sign in to PeopleSoft page.

At this stage, save this page as a favourite and bookmark

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Document updated 03/06/2016

Click on “GO” which is next to Entries from My Wallet.

Select each entry that you want to acquit and then click “Done”. This will send your transactions to your Expense Report.

Sometimes it is easier to click on ‘Select All’ and then if you don’t have the receipts

Click on the “Check for Errors” box which is located at the bottom of the transactions. This will flag all entries until the details are entered correctly.

You now acquit each entry individually by Clicking on “Detail” located on the right of the entry.

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IMPORTANT: You MUST always check that the GST shown on the system is the same as that shown on the tax invoice/receipt. If not then it MUST be corrected as detailed above. The GST on the invoice must be shown separately or at least state on the invoice GST inclusive. This is the most common error that people make when doing their acquittals so please ensure that you check the GST.

Document updated 03/06/2016

You will notice the red flags are telling you what you need to correct.

Enter the Description.

Check that the GST(VAT) is correct. If it isn’t then enter the correct amount in the Override VAT box.

If there is no GST, then you need to click on “VAT Information”, Expand All Sections, scroll down to VAT Details and change from

Check that the correct BU is entered.

Check the Account Code under the heading “Account”. This is often incorrect so ensure you change to the code required. (See Account Code List at the end of this document”).

Enter your PG. (Make sure you have sufficient funds in the PG first)

Click “OK”

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Document updated 03/06/2016

Click on “Check Expense for Errors” to ensure nothing has been missed.

If nothing appears in red or flagged then click “Return to Expense Report”

Continue the above procedures until all entries have been completed. Remember to click on ‘Save for later’ every now and then so you don’t lose any information should the network go down.

Once all entries have been done, then once again click “Check for Errors” on this screen.

Click “Save for Later”. Once you Save your Expense Report you will then have a Report ID # - Make a note of this number so you can print your report.

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PRINTING OF EXPENSE REPORT

Document updated 03/06/2016

On the Main Menu towards the bottom of the list:

Select “UWA Reports”. Select “Expenses”

Select “Expense Report Detail”

If this is your first time printing out your expense report within Peoplesoft then you will need to set up your Run Control ID. To do this, click on “Add a New Value”. In the ‘Run Control ID’ box, enter a title for your report eg. CC or ExpReport, something that you will associate with your Acquittal and recognize in future. Then click “Add”, enter your Report ID #, then click “Run”.

Once you have set up your run control ID, the next time you need to print out your expense report you just need to click on ‘Search’. You will either have a search results list come up where you can select your ‘Run Control ID’ that you set up on

Check that the “PDF” is showing under the Format heading if not change to PDF via the drop down box. Also check that the Type is selected as “Window”.

Click on “OK”

Click on the Report Manager hyperlink

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Document updated 03/06/2016

You will need to click on the refresh button for the Details hyperlink to appear. This can take approx. 10 seconds to

Click on the PDF hyperlink. Depending on your computer system your report will pop straight up or it will be be in your

CONGRATULATIONS!!! You can now print your report.

Sign the Expense Report.

Attach ALL of your invoice/receipts, and if required, Expenditure Dec’s and FBT Forms.

Put these in an EMS envelope with

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TROUBLESHOOTINGAs the banks are the ones that actually assign the Expense Types to the Merchant/Vendor, this can on occasion, affect your entries. A good example of this is if you were to go to a hotel for a meal but not utilise the accommodation. The Expense Type in this case would be “Accommodation” and because of this the EMS system will require you to enter the number of nights you stayed. But you didn’t stay you only had a meal. You will need to change the expense type to continue as it will remain flagged with an error until you enter the number of nights.

Please Note: You only need to change the expense type if the system is giving you an error message and requesting information not related to the invoice being acquitted.

How to change Expense Types.

Document updated 03/06/2016

On your Expense Report Screen, Select the item that has the wrong expense type, then click on “Delete Selected Expense”. This will send the transaction back to your wallet.

A screen requesting - Delete Confirmation will appear, simply click OK.

Then, on the Right of the screen, is

Click on the blue hyperlink of the transaction.

Click on the ‘Expense Type’ Drop Down Box and choose the Expense Type which best matches your transaction type.

Select the transaction and then click “Done”

This will return the transaction to your Expense Report for further

Your transaction with the corrected Expense Type will show on the bottom of your list on your Expense Report Entry page. Continue as

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ACCT DESCRIPTION600 Travel International - EXCL Accommodation601 Travel Interstate incl WA - EXCL Accommodation605 Travel visitor related606 Travel car hire - All Taxi Charges (Domestic & International)

607 Travel International - Accommodation608 Travel interstate incl WA- Accommodation610 Staff Training611 Conference612 Entertainment615 Light Meals - No Alcohol non social Under $15 per head616 Meals - Overnight Travel (Domestic & International)

620 Printing & Stationery621 Photocopy622 General Office623 Subscriptions624 Telephone & Fax625 Postage640 Laboratory Apparatus & Supplies645 Chemicals646 Protective Clothing & Equipment650 R&M Lab, Workshop & Medical662 General Rental & Hire Charges693 Security & Safety Expenses698 Cleaning & Waste Disposal750 Books General759 Publications & Related Expenses761 General Hardware & Tools762 Conference Hosting expenses765 Professional Membership Fees780 Computing Purchases < $5000781 Computer Parts, Upgrades & Repairs782 Computing Software/Agreements783 Internet & Data Communication - Internet Usage784 Non-Comp Equip Purchases < $5000790 Vehicle Running & General Expenses791 Vehicle Maintenance & Repairs

Document updated 03/06/2016