Add Out-of-Pocket Expenses

Last Updated: 17 August 2017 at 14:55

Policy and Principle

Out-of-pocket expenses can be recorded in CARD for payment only for cardholders whose base currency is USD. Other currencies may be added in the future. Payment for out-of-pocket expenses is received on the Friday after approver sign-off is completed.  

The following instructions are for the Fluid view in PeopleSoft.

Add Out-of-Pocket Expenses

To add an out-of-pocket expense to an expense report, click Add. Edit the date of the purchase using the calendar icon. Select the expense type* using the magnifying glass icon (please note that there is a tab for frequently used expense types and a tab for all expense types). In the Description field, enter the business reason for the purchase. From the Payment drop-down menu, select Out of Pocket. Enter the amount to be reimbursed. The billing type will be defaulted to “Internal”; do not change the default. Click Save.

*Your screen view will change based on the expense type you select. Be sure to complete all required fields, which are indicated by an asterisk. For mileage reimbursement, select the Mileage Reimbursement expense type. You will then be required to enter the number of miles for which you need to be reimbursed, and the system will calculate the amount due to you based on the current mileage rate.

The instructions for attaching a receipt, reallocating the accounting codes, and submitting for approval are the same as for credit card transactions (see the “Create an Expense Report” instruction page).