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C Card Reconciliation

Reconciling your C Card should be completed by the 15th of the month for the previous months’ purchases. You add your receipts to the system and electronically submit your expense report to your one over one for their electronic approval. Transactions allocated to research accounts will also route to the accountholder for approval. Upon these approvals the expense report is routed to Accounting - no paper needs to be printed or submitted.

Creating expense report from Credit Card transactions

1. After logging into Chrome River, from the Hamburger menu in the left corner click on ‘eWallet’

2. Click on ‘Credit Card’ and select the transactions you want to add to a report. Then click ‘Add to Report’

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3. The ‘Add to Expense Report’ screen displays and gives you the option of creating a new report or adding the transactions to an existing draft report.

4. If you have not already created a draft expense report for your C Card transactions for the month, select ‘Create a New Expense Report’

5. Enter the description of the report, we suggest using your last name, month and ‘C Card reconciliation’ in the ‘Summary description of expenses’ field

6. Select ‘No’ to ‘Is this payment for a student, guest or non-employee?’, then select ‘C Card Reconciliation’ from the ‘Report Type’ drop down list and click the ‘Save’ button

7. If you have a draft C Card reconciliation report for the month already started, you can pick the draft report from the list

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8. The system may prompt you to select the expense type for each C Card transaction that you

selected to add to the expense report, click on the appropriate tile

9. The system tries to select the expense type for each C Card transaction and may have automatically selected an expense type for you, if the expense type the system selected is not correct, click on the tile, and select the appropriate expense type from the tiles available

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10. Add a description if you choose (for some expense types it is required), select the appropriate ‘Tax Location’ from the drop down box

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11. Search and select the appropriate FAST code (Fund Orgn) by typing either the number or name in the first allocation box

12. Do the same to find the appropriate Account code

13. Attach your receipt and/or other supporting documentation by clicking ‘Add Attachments’ at the bottom of the screen and either select a receipt that you have already uploaded to Chrome River or browse your computer for the image you want to attach.

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14. Click the ‘Save’ button to add the expense to the report

15. The system will prompt you to click ‘Save’ again

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Adding Expenses to an existing report

16. To add additional C Card transactions and receipts to your expense report click on the ‘+’

17. Click on ‘Credit Card’ to view all credit card transactions

Note: C Card transactions have to be added to an expense report from your eWallet. This is the only way to get the card transactions onto a report

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18. To add a C Card transaction to your expense report, check the box above the amount and click the ‘Add’ button

19. The systems prompts you to select the expense type, click on the appropriate tile and complete the required fields as outlined in steps 7 through 12 above

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20. When all of your C Card transactions for the month have been added to the report, click the ‘Submit’ button Note: If only C Card transactions are on the report, the ‘Total Pay Me Amount’ should be 0.00

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Personal expenses on a C Card If you accidentally use your university C Card for a personal expense, you still need to reconcile this expense on your monthly C Card expense report as all C Card charges must be paid to ScotiaBank on a monthly basis.

1. Complete the cash & cheque remittance form and submit to Accounting Services along with the amount of the personal expense, retain the receipt number from the Accounting Services reception desk and enter it in the ‘Description’ field in the steps below.

2. If the entire C Card charge was personal in nature, select the ‘Personal expense - non-allowable’ expense tile, enter the receipt number of repaid funds in the ‘Description’ field, select the FAST code (Fund & Org) and select Account code 1376 in the ‘Allocation’ section.

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3. If only a portion of the C Card charge was personal in nature, select the ‘Itemization’ expense tile. Itemization allows you to split a single C Card charge among multiple expense types.

4. Click on the ‘Itemize’ button on the top right

5. Select the expense tile for the university related expense and enter the amount of the C Card charge that relates to that expense tile. The amount remaining to be itemized will show in red text.

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6. Select the ‘personal expense non-allowable’ tile and enter the amount of the C Card charge that is personal in nature. Enter the receipt number in the ‘Description’ field and enter the FAST code to allocate the expense to until this transaction is matched with the funds received.

7. The remaining amount in the itemization tile is now 0.00.