Commercial Credit Card Reporting Instructions

Commercial Credit Card Reporting Instructions

Steps for creating and turning in a Luther commercial card report – pdf form also found here:

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 us at extension 1529 to get a temporary password.

• Some internet browsers (Safari and Chrome in particular) do not work well with the expense reporting website.

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 April 2025 billing cycle is from March 05, 2025 to April 04, 2025)
• Please do not use the date range fields, as they will not match the billing cycle.

5. Click “Search.”
6. Click “Edit Accounting Code” for to allocate one transaction at a time.
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 us at extension 1529 to have it added.

8. Write a description for each transaction in the large “Expense Description” field.
   • The expense description for meals should include the names of those who attended, the business purpose for the meal, and information to confirm eligibility under Luther’s travel expenses policy(accompanied by an overnight stay or continuous travel of 12+ hours).
   • Meal costs in excess of Luther’s daily meal reimbursement limit ($40, prorated for partial days and/or meals provided by hotels/conferences) must be reimbursed to Luther. Indicate any necessary reimbursement in the description and attach a check to your expense report.
   • 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. You must upload a receipt for every transaction incurred, JPMorgan will not let you save/review or get a transaction approved if no receipt is uploaded

• To upload a receipt for your transaction, you need to either take a picture or a pdf scan of receipts
• Click on the cloud button on the right to each transaction and upload the picture or pdf taken of the receipt and click upload
• If you have a split transaction the same receipt is sufficient for the number of splits in a transaction
• If you don’t have a receipt for the transaction complete the Missing Receipt Form to attach as your receipt on the transaction

11. To split a transaction, you must click the “two-sheets” copy button that directs you to make the amount of splits

• Once you are directed to the split transactions screen, hover to the Split(s): Section where you manage how many splits to create for that transaction and click the “+” button next to the number of splits
• After This you are then given the split transactions where you manually insert the split-description, click save when split transaction is completed

12. After all of the necessary information is accurately filled in for all of the transactions, click the “Review” checkmark to save all of the changes before exiting out or emailing account managers to approve your transactions

• Unless, your department has other instructions to not click review only save your allocations, you must click Review to lock your allocation for that transaction
• If you receive a warning as you try to leave the page, that means your allocations were not saved. In that case, review each transaction to make sure the required elements are all completed.
• If you lock your transactions by clicking “Review” and then need to make a change, please contact us at extension 1529 to unlock the transactions.

13. Once you had Saved or Reviewed and completed allocating your transactions there is a Mail button in the top left of your transaction’s summary

• Click button to send email to you account manager to review or approve your transactions
• You must insert the email address of your account manager or approver and input a message letting them know they can approve.
• Click Save for future use to have message automated every time you will send email

14. If you have purchased airfare and the transaction is on the current reporting cycle, be sure to complete and submit the carbon footprint form online (available here).

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 contact us at extension 1529.

• 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 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 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 us at extension 1529.

• 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.