Acquit Credit Card Transactions & Create Expense ... · Acquit Credit Card Transactions & Create Expense Reimbursements The University of Adelaide Last updated 14 January 2020 Page

Last updated January 2020

Finance and Procurement Services

Introduction

This Guide will take you through the processes of acquitting your corporate credit card transactions and creating expense reimbursements in Fraedom. You can also refer to the online help in the user settings under your name on the top right-hand side of your Fraedom screen.

Contents

Introduction .................................................................................................................................1 General Employee Responsibilities ............................................................................................1 Cardholder Responsibilities ........................................................................................................1 Logging in....................................................................................................................................2 Coding card transactions ............................................................................................................3 Other Coding Scenarios...............................................................................................................7 Searching for Codes.....................................................................................................................7 FBT related Spend (Australia) .....................................................................................................8 Splitting transactions ...................................................................................................................9 Create an Expense Reimbursement...........................................................................................10 Other Actions..............................................................................................................................13 Advanced Coding........................................................................................................................14 Disputing a transaction................................................................................................................14 Resetting a transaction ...............................................................................................................14 Linking Transactions to your International Travel Requisition ……………………………………..15

General Employee Responsibilities

As an employee, you must:

• Comply with the University’s Corporate Credit Card Procedures. • If you are taking leave, delegate another user to complete your acquittals. • Keep and attach all receipts or tax invoices. • Inform your administrator of any changes to your details (e.g., change in location, role, direct manager, or cost

centre)

• Use the correct account codes and GST codes for your transactions. • Include a description of the expense in the Fraedom coding section, e.g. for a taxi, “Home to xxxx Event”

Cardholder Responsibilities

As a cardholder, you must:

• Complete the mandatory requirements for all transactions in line with University policy. • Do not use your corporate credit card for any personal expenditure. • Surrender your corporate credit card and forward any receipts to your manager or administrator when you leave

the University.

• Return your University corporate credit card to Finance & Procurement for safekeeping when your employment or relationship with the University is temporarily suspended or you take extended leave for eight weeks or more.

Acquit Credit Card Transactions & Create Expense Reimbursements


The University of Adelaide Last updated 14 January 2020 Page 2 of 16

Logging in Navigate to the Finance & Procurement website at http://www.adelaide.edu.au/finance/

Click

Login if your browser requires it, using your University employee ID and password.

On the Fraedom Terms and Conditions page, read and click .



Coding card transactions Once logged in, if you have transactions that need coding, you will see the number of transactions in the Expense Panel under Action Required.

• Either click on Expenses or the number under the Action Required field

By default, the system will display only transactions that require your action. However, you can change the filter to view transactions that have been completed or are waiting for approval as per the screenshot below

If you have a credit card and cash account, you can switch between the accounts by changing the “All

expenses types” filter as shown below.



• Click on a transaction that you want to acquit.

• Select a Spend Wizard (The Spend Wizards are configured to assist with the acquittal process and default some or all of the required Financial Codes.) or you can search by keyword/s to display the Spend Wizard that relates to the expense nature of your transaction.

Note: Commonly used Spend Wizards can be added as a favourite by selecting the star symbol. Your starred Spend Wizards will always display at the top of the list.

• Allocate the GST amount if applicable (10% GST is 1/11th of the cost)

• To allocate the balance to the appropriate expense type/field, click in the field then on “Allocate remaining balance”. Please ensure the ‘Remaining Balance” at the bottom of the page is ZERO before moving on

• Select Next

Note: You can also split the transaction across multiple expense types by manually entering the amounts in the respective fields of the Spend Wizard.



• The financial codes should pre-populate from your profile and/or Spend Wizard (if codes require changing refer to Searching for Codes)

Note: GST and Business Unit codes should never be changed and the Program code is not required.

• Attach an image of your Tax Invoice by selecting the Link Receipt and then Image Library option



The image library stores all your purchase documents (e.g. receipts, invoices). An image is uploaded by:

• Taking a photo with the mobile app when you incur the expense

• Dragging and dropping an image from your desktop into the image library.

• Selecting the Upload button to upload from saved computer files.

• Send an image to your unique email address by pressing the Upload via Email button

• To apply an image(s) to a transaction click on the image and select the Link button.

Notes: To unlink the image if linked in error, select and select unlink.

You can view all linked images by pressing the Linked Images button on the top of the screen.

• If OCR (optical character recognition) has already matched the receipt to the transaction, then an image will appear in the window automatically. You can click on this to check that it’s correct.

• For further information please see the QRG “Upload Receipts to the Expense Management System”.

• In the Expense Description field enter a reason, description or comment for the expense.

• This is what will appear on the General Ledger so make it easily identifiable eg. For a taxi, Home to xxxx, Conference.

• Select Complete.

• You have successfully coded your expense! The transaction will now slide from your screen and move from the To Do list and will be in your Completed or Pending Approvals list.



Other Coding Scenarios

Searching for Codes

Default charge codes can be changed via the transaction details screen.

When the ( ) button is pressed, codes set as favourites will appear in the drop-down box. You can select the code that needs to be used for the transaction from the list. Favourite codes are denoted by a solid star . A favourite can be removed from the list by clicking the star. It doesn’t disappear immediately – in case you change your mind – but it will not be listed next time the list is accessed. To remove a code click .

Three options are displayed when clicking on a code:

Select – This adds the code to the coding field and closes the Search codes pane.

Favourite /Un-favourite – This is to mark the code as a favourite, or if it is already a favourite it will un-favourites the code.

Info – This displays additional description for the code and lists any code manager(s) set against the code by an administrator. When additional information is displayed, re-clicking Info hides the information.

Note: Some fields may automatically contain values based on default coding and may not be available for editing. Before completing your transaction coding, it is recommended that you review the summary of the Spend Wizard, amount, tax code and coding applied to ensure that you have entered the appropriate information.



FBT related Spend (Australia)

For Fringe Benefits Tax (FBT) purposes, you may need to split entertainment related transactions between multiple categories such as Employees and Non-Employees and you may also need to provide participant details.

In the respective fields, enter the number of participants involved in the transaction.

Enter the names of the individuals in the comments field.

On the coding screen the transaction will be split as per the allocation.



Splitting transactions

A transaction can be easily split by selecting the Split option on the coding screen. You can choose to split the transaction evenly or chose your own split amounts. Additional lines can be added.

Select Split once ready.

Note: Once the transaction has been split you will be able to apply different tax codes or charge codes to each line.



Create an Expense Reimbursement

A cash expense is an out-of-pocket expense, where you used your own money to pay for a service or goods relating to University business.

To create an Expense Reimbursement:

From the Home screen, click the Expense Reimbursement button to create a new cash expense item.

From the Expenses screen, click the Add button or on the left-hand menu and select Cash Expense to create a new cash expense item.

In the Cash Expense: Create New Item window, enter the expense details as required.



Click Next or Save Draft to open the Cash Expense: Details window.

On the Spend Wizard screen of the Cash Expense: Details window, click the appropriate category for the transaction you are coding to display the Allocation section. In the Allocation section, enter the amount of the expense in the relevant allocation field being mindful of any GST which needs to be alllocated, and then click Next.

On the next screen click on the Link Receipt- Image Library icon on the top right to attach an image of the receipt or invoice to the transaction via the image library.

Press the Upload button

Click on the photo and select the Link button. You can view all linked images by pressing the Linked Images button on the top of the screen.



In the Reason for Expense field enter a reason, description or comment for the expense which will appear on the General Ledger so make it easily identifiable.

Select Complete.

You have successfully coded your expense! The transaction will now move to Pending Approval.

Note for Nominees: If you are a nominee raising the Expense Reimbursement on behalf of a cardholder, click on Expenses, change the “My Expenses” dropdown so that the cardholders name is displayed, click the plus symbol, click add, click expense reimbursement. Ensure that the new cash expense item that opens has the name of the cardholder at the top.



Other Actions

Under the Options button on the coding screen you are able to:

• Go to Advanced coding for the transaction

• Got to Advanced Statement to manage receipt images

• Dispute a transaction

• Reset the transaction



Advanced Coding

The advanced coding option will take you to the old coding flow. These screens will allow you to view Approval details for the transaction such as which approver the transaction is sitting with under the Approvals Tab – click on the approval tab to view:

Disputing a transaction

Prior to disputing transactions through the bank the first step is for the cardholder to contact the merchant, in most cases the issue can be resolved and the merchant will issue a credit or provide details of the expense. Please note, to dispute a transaction the bank will require evidence in writing that you have tried to resolve the transaction with the merchant.

If you are unable to resolve the transaction query, please contact the Expense Management Team on x33330 or [email protected]. This will result in your card being cancelled and a new one issued.

Resetting a transaction

The reset function:

• Removes any Spend Wizards the user applied

• Removes any codes the user added but leaves any default codes

• Removes any descriptions the user added

• Leaves any receipts or files the user attached.

Note: The Reset button only appears for card expenses. A Delete button appears for Expense Reimbursements but only after you Recall or Unsubmit the reimbursement.



How to Link Transactions to an International Travel Requisition

Step 1:

On the Fraedom main page, click on Statements

The Statement - (card holder’s name) will be displayed. Click on the statement. If you are an account nominee, a list of statements field will be displayed which will allow you to select the card holder’s name.

The Account Holder’s Summary Statement window will be displayed, Click on the relevant travel requisition’s title.

The Requisition: Details window will be displayed. Click on the paper clip

Transaction Linking and Allocation window is displayed. Select an Account and Period from the drop down option.

Click



Step 2:

Transactions for the selected account and statement period will display. Click on the ‘left arrow’ to move the transaction amount to the right column. Click on ‘Save’ and the transaction is now linked. To undo the linking, click the ‘right arrow’ to move the transaction back to the left column and click on ‘Save’. Important Note: Remember to click ‘Save’ to link or to undo the linking.

Need help?

For further support or questions, contact Finance & Procurement Services on +61 8 8313 3330 or [email protected]

Documents

Acquit Credit Card Transactions & Create Expense ... · Acquit Credit Card Transactions & Create Expense Reimbursements The University of Adelaide Last updated 14 January 2020 Page