Commercial Credit Card Reporting Instructions

Steps for creating and turning in a Luther commercial card report:

Disclaimer: Do not be intimidated by the length of this list of steps. The length is entirely the result of the amount of detail included. The process is quick and easy.

1.  Go to Chase's website and log in with your custom user id and password. Do not contact JP Morgan Chase (JPMC) with password issues because they can be resolved more easily with the OFS. Instead, please contact Renee Lillibridge (x2104) or Mary Logsdon (x1534) to get a temporary password.

2.  Go to the blue “Account Activity” tab.

3.  Choose the option “Transaction Summary” from the sub menu.

4.  Click to fill in the circle next to the “Reporting Cycle” search criterion. Select the appropriate billing cycle from the dropdown.

  • (Example: the August 2014 billing cycle is from July 5 to August 4, 2014)
  • Please do not use the date range fields, as they will not match the billing cycle.

5.  Click “Search.”

6.  Click the link titled “Expand All” to display an accounting codes box for each transaction.

  • Before selecting an account number, you may need to click the "Edit Accounting Codes" button for that transaction.

7.  Select the appropriate “Fund-Department” and “Object” values for each transaction.

  • Some account numbers, such as faculty travel and faculty development, require a project ID that should also be selected from the appropriate dropdown.
  • If the account number you need is not available, please contact Mary in the OFS to have it added.

8.  Write a description for each transaction in the large “Expense Description” field.

  • If you are using a missing receipt form for a charge, please indicate that in the description for that charge and also choose the “Yes” option in the “Receipt Received” dropdown.

9.  Choose the “Yes” option in the “Receipt Received” dropdown.

10.  After all of the necessary information is accurately filled in for all of the transactions, click the “Reviewed” box for each transaction.

11.  Click the “Save” button (computer disk icon) to save all of the changes and lock the transaction from further cardholder editing.

  • If you lock your transactions and then need to make a change, please contact Renee Lillibridge or Mary Logsdon to unlock the transactions.

12.  Go to the blue “Account Activity” tab.

13.  Choose the option “Schedule Report” from the sub menu.

14.  Select “Expense Report” from the list of available reports.

15.  Make sure the circle is filled in next to the “Luther College (Active)” option and click the “Next” button.

16.  Click the “Next” button to move right through the “Select Filters” screen.

17.  The defaults on the “Report Options” screen should be appropriate; click the “Next” button to move past the screen. If any transactions are split between multiple account numbers, please make sure the “Include Splits” check box is checked.

18.  Click to fill in the circle next to the “Reporting Cycle” option on the “Frequency” screen. Select the appropriate billing cycle from the dropdown.

19.  Click the “Save” button.

20.  An email will be sent to you when your expense report is available to be printed; the report should be available in less than 5 minutes.

21.  After receiving the email, go to the blue “Account Activity” tab.

22.  Choose the option “Completed Reports” from the sub menu.

23.  Click the link of the appropriate report name.

24.  Click the “Download” button.

25.  Print the expense report.

26.  Attach all of the receipts for the charges to the expense report.

27.  Sign the expense report and send it to your budget center director or designated approver to get his/her signature of approval.

  • If a cardholder is also the budget center director, then an additional signature is required. If you do not know who should sign your expense report, please contact the OFS.

28.  The budget center director or designated approver will then forward the report to the OFS for secure storage.

Additional Things to Consider:

  • The process for allocating charges using a supervisor SDG2 account is a little bit different than the process outlined above; to receive a copy of special supervisor instructions, please ask Renee or Mary in the OFS.
  • Every cardholder must allocate his/her transactions to appropriate account numbers, write a short description for each charge, and mark all of his/her transactions as “Reviewed” within five days of receiving an email from Mary in the OFS indicating that the billing cycle has ended and he/she has charges to allocate to expense account numbers.
  • A cardholder can login to SDG2 and allocate a transaction any time after the transaction posts online.
  • The OFS must receive your printed expense report with all of your receipts, your signature, and your budget center director or designated approver’s signature within three weeks of receiving the end of billing cycle email from Mary in the OFS.
  • The receipts to be enclosed with your expense report must be original and itemized; itemized receipts should be obtained at time of purchase (you may need to request an itemized receipt at certain restaurants).
  • Luther is sales tax exempt in Iowa and many other states; for more specific sales tax information, please contact Bridget Christopher in the OFS (x1015).
  • Your Luther College commercial card should be used, whenever possible, in lieu of travel advances and purchases with personal funds requiring reimbursement.
  • The cash withdrawal function of the commercial cards is not activated as a default setting, but it can be turned on for employees that are traveling internationally with students; when cash withdrawals are made, receipts are necessary for all of the cash transactions made with the withdrawn cash.
  • Foreign exchange fees show up as separate transactions on SDG2 and must be allocated to the same account number as the transaction for which the fee was charged; foreign exchange fees do not require additional receipts.

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