Policy and Principle
Cash access on Church-issued corporate credit cards is prohibited except where approved by local controllership on a case-by-case basis for those residing in or regularly traveling to countries outside North America where cash is required. Even in those countries, the card rather than cash should be used to pay for goods wherever possible. If needed, local currency should be obtained by withdrawal on the card within the destination country. Travelers should avoid withdrawing cash on the card in the home currency and then carrying that cash to the foreign country to be exchanged into local (foreign) currency.
Cash withdrawn on a card is reported in the CARD system as an advance to the cardholder for each currency. The advance remains outstanding as Church-issued cash on hand until the cardholder reports how the cash was spent within the CARD system and provides supporting receipt documentation. Entries to record how cash was spent must be made at least once a month. Advances may not total more than the cardholder’s allowable monthly cash limit on the card. Advances must be zeroed out at least once per year.
Cardholders should not withdraw more cash than is expected to be reasonably required for their trip or business purposes. Upon leaving a foreign country, travelers should avoid taking unspent foreign currency with them. The currency should be applied to legitimate Church travel-related expenditures within that country. Prior to leaving the country, the traveler could, for example, apply remaining currency to his or her hotel bill. If the traveler returns home with unspent foreign currency, it is the traveler’s responsibility to exchange the foreign currency into home currency at a bank or reputable currency exchange agency. Usually, banks or exchange agencies will accept only paper currency for exchange and will not accept foreign coins. The effective exchange rate achieved will be the amount of home currency exchanged for remaining paper foreign currency. The home currency should then be redeposited at the area office or at Church headquarters within two weeks of returning from a trip, with a redeposit general ledger entry used to offset travel expenses. The cash advance in the CARD system should then be closed out to zero.
The following instructions are for the Fluid view in PeopleSoft.
Reporting Cash Usage
To add a cash usage expense to an expense report, click Add.
1. Edit the date using the calendar icon to reflect the date of purchase.
2. 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).
3. In the Description field, enter the business reason for the purchase.
4. The payment type will default to CTM reconciliation (if it does not, select CTM Reconciliationfrom the drop-down menu).
5. Enter the amount spent (the amount on the receipt).
6. Put in the correct currency.
7. Enter the merchant name, as listed on the receipt.
8. Attach a receipt, if required (check with the area or department group administrator to determine if attaching a receipt is required).
9. Edit accounting codes, as needed.
10. Click Save.
*Your screen view will change based on the expense type you select. Be sure to complete all required fields, as indicated by an asterisk.
The instructions for attaching a receipt and reallocating the accounting codes are the same as for credit card transactions (see the “Create an Expense Report” instruction page).
Note: You can add cash usage entries to a new expense report by clicking Add Expense on the Expense Report header page and following instructions 1–9 listed above.
Continue to add transactions, as needed, with one CTM reconciliation entry for each cash payment receipt. For each new transaction, follow steps 1–10 listed above.
Submit Expense Report for Approval
Click Review and Submit to be routed to the summary page.
On the summary page, click Cash Advance to view your outstanding cash balance in original currency, as well as your compliance status.
This summary page is a view-only page. It lists the following:
1. Compliance status, with reason for noncompliance, if applicable.
2. Approved Balance: This includes cash usage transactions only if the approver sign-off is completed.
3. Applied Balance: This includes all cash usage transactions regardless of approval status.
4. Last Zero Out Date: Date that the cash balance was last at zero.
Please note: The compliance status updates only when Global Card Services runs one of the CTM compliance jobs (13th, 20th, or Restore)
Click the X in the upper right-hand corner to return to the expense report summary page.
Confirm that the Expense Report Summary section is correct. If needed, click Print Expense Report(the report will open in a new tab).
You will be routed to the My Expense Reports page. You have successfully submitted the expense report for approval. The transactions will post to the general ledger after approver sign-off.