Q&A: My Wallet for EX Preparers and cardholders

Update: On April 26 a fix was put in place to address part of the problem of people being able to see unreconciled activity in My Wallet but not being able to see it on the Expense Report. There are two steps needed to address this, one is finished but there is one more step that is scheduled to take place on April 27 to complete the fix. If you are able to see unreconciled activity in My Wallet but not on the Expense Report, this should be resolved fully by April 28. Thank you for your patience.

Q: I know there are six transactions in My Wallet for a cardholder but the I (EX Preparer) can only see one transaction, why?

EX Preparers will not be able to see My Wallet transactions if the cardholder has checked any of the boxes (on the left side of each transaction) in My Wallet.  If this happens EX Preparers should contact the cardholder and ask them to uncheck all of the boxes.  

Q:  I am a cardholder and am wondering what is the checkbox for in My Wallet?

Cardholders should not check any of the boxes in My Wallet.  If any of the boxes are checked the EX Preparer will not be able to see the transaction to bring into an expense report to reconcile and submit for approval.

Once the boxes have been unchecked, the cardholder may need to click on the Expense Type icon and type in the description field in order to update and save the transaction.  The cardholder should click Return to Search and go back to My Wallet to ensure the check box is still unchecked.

Download a pdf detailing the fix. 

PCard / My Wallet and the Upgrade

As part of the Upgrade we are changing where PCard reconciliation happens in the system. We are not changing what the PCard can be used for or who might hold a PCard. People will still buy things with their card, retain/image their receipts, provide business justifications for each purchase, account for the activity, and review/approve the reconciled activity in our financial system.

What is new for PCard cardholders? Cardholders will be able to access their transactions after the Upgrade via the new MyU > Purchasing tab > My Wallet. All cardholders will receive access to My Wallet automatically. An optional, brief training video is available for cardholders here: http://z.umn.edu/mywallet. 

What can cardholders do in the new My Wallet after the Upgrade? 

• View details of transactions made with their cards
• Provide business justifications (view job aid here)
• Attach images of receipts

Cardholders should check in with their department's finance staff to see how things will work in their area, as each college will determine which process will work best for them, having cardholders:

• Use My Wallet to provide justifications and attach images
• Use My Wallet to provide justifications only & turn in paper receipts
• Continue today's process of turning in everything via paper process

Options for obtaining cardholder signatures (check with your unit finance person to see how it will work in your college):

• Cardholder can sign each individual receipt; if cardholder signs each receipt, no additional signatures are needed from the cardholder later in the process
• Cardholder can sign a "page" of receipts to be scanned into the system
• Cardholder can sign a report at the end of the process, similar to today's process

The purpose of the cardholder’s signature is to document that they’ve seen the receipt and acknowledge they are responsible for the charge and that it is for University business. Physical or electronic “signature stamps” are not acceptable unless the cardholder personally applies the stamp.