Emburse Enterprise - PCard Basics

TTUHSC Finance Division is proud to present Emburse Enterprise.

Emburse Enterprise - How will the system work?

Transactions

All PCard transactions will be fed to the cardholder's Emburse Enterprise dashboard for reconciliation.

Receipts/Documents

Each cardholder dashboard includes a “Receipt Gallery.” Receipts can be uploaded to this Gallery at any time by directly uploading from your computer, emailing receipts to receipt@ca1.chromeriver.com, or using the Emburse Enterprise Mobile App, on an electronic device.

Emburse Enterprise will attempt to extract receipt data via Optical Character Recognition (OCR) with all receipt upload methods. Extracted data will be applied to receipt information and the system will automatically merge the receipt with the appropriate credit card transaction if the vendor, transaction date, and amount match.

For more information on Emburse Enterprise receipt uploads and capabilities, view the Emburse Enterprise - Upload and Attach Receipts training document.

Expense reports

New expense reports will first confirm the report name, time frame of the transactions, chart, expense report approver (supervisor or FM), and fiscal year. Appropriate transactions may then be added.

New expense reports may be created/submitted by the cardholder or by the cardholder's delegate who has been granted access to the Cardholder's dashboard.

For more information on expense report submissions, view the Emburse Enterprise - PCard Expense Report training document.

Expense type

Each transaction must be assigned to the appropriate expense tile, which will ensure that the appropriate accounting code is assigned.

If a single transaction needs to be split into more than one accounting code, the transaction can be itemized to multiple expense types. For example, a single purchase that includes membership fees and registration.

For more information on PCard expense types and account codes, view the Emburse Enterprise - PCard Expense Reference Sheet.

Allocations

All valid FOP combinations from Banner are available for use in Emburse Enterprise. End users will be able to search for the appropriate FOP combination and apply it to the expense. Multiple FOPs may be applied to a single expense.

Compliance rules have been created for restricted funding sources to ensure they are only applied to allowable expense types.

Approval Routing

Expense reports will be routed as follows:

1. If a delegate submits an expense report, Cardholder approval is required.
   • Cardholder will receive an email notification.
     • Can approve directly through email or log into the system to approve from their Emburse Enterprise dashboard.
     • If a Cardholder submits their report, the submission serves as their approval and routing will begin at the next step.
2. Automated Budget Check.
• All line items must pass a budget check. If any line items have insufficient funds, the system will return the expense report to the Cardholder’s dashboard.
3. Supervisor or FM approval is required - will receive email notification.
   • Can approve directly through email or log into the system to approve from their dashboard.
4. Fund Manager(s) receive an email notification indicating the use of their fund (no action required).
5. PCard Department approval is required.
6. Expense report exported to Banner.

If you have questions, contact PCard at pcard@ttuhsc.edu.