HR Management - Manage Credit Card Expenses 2025
Manage Credit Card Expenses
Use the Submit Expense page to code and submit credit card transactions.
Locate unreconciled credit card transactions
Expense Admin imports credit card transactions into the system. Following the import, transactions linked to the last four digits of a user's credit card display on that user's Expense page (Employee Tools > Expenses) in the receipts Pending Submission.
Add unreconciled transactions to an expense receipt.
If you have not already coded a credit card purchase to an expense receipt, select the Add button for that expense in the Unreconciled Credit Card Transactions grid.
This moves the transaction to the Receipts Pending Submission section of the Submit Expense page and automatically creates a new expense receipt with a single credit card expense item on it.
In the Receipts Pending Submission grid, select Edit for the credit card expense receipt and code the credit card expense item to the appropriate Charge To account.
Match expense receipts to credit card transactions
You can create expense receipts for your credit card transactions as they happen and later match those receipts to credit card transactions after they are imported.
When the matching credit card transaction is imported (matched by date and amount), a green Match button displays for that credit card transaction in the Unreconciled Credit Card Transactions grid.
When you select Match, the credit card transaction is moved to the Receipts Pending Submission grid and linked to the matching expense receipt.
If multiple expense receipts match a credit card transaction, a pop-up window displays when you select the Match button. You can select the applicable transaction from the dropdown in this window.
Note: If the Expense Admin adds an item description or notes when importing the credit card transaction, that information is added to the description and notes on the expense receipt.
Unlink an expense receipt from a credit card transaction
If you have linked an expense receipt to a credit card transaction by accident, you can unlink the two by selecting Unlink in the upper right of the Edit Expense Receipt page.
Charge a credit card transaction to multiple expense items
To charge a credit card transaction to multiple expense items, link the credit card transaction as described above.
The full transaction amount is allocated to the linked expense receipt. You can then add multiple expense items to the receipt and code them to different jobs, GL accounts, or other line types to split the credit card transaction amount as needed.
When the total for the credit card expense items is in balance with the Total Amount on the expense receipt, you can submit the receipt for approval.
See Edit an Expense Receipt for additional help.
Related Articles
HR Management - Expense - Posting 2025
HR Management – Employee Portal – Expenses Posting Expenses to a Batch When the Expense Admin is ready to move expense items from the portal into Vista follow the following steps: Go to Employee Tools > Expense Admin > Expense Posting Use the filters ...HR Management - Expenses-Entering and Submitting 2025
HR Management – Employee Portal – Expenses Creating and Editing and Submitting My Expenses Location: Employee Tools > Expenses Create a new expense receipt or use Quick Add to capture a receipt. You can also copy an existing expense and modify it as ...HR Management - Expenses-Approving 2025
HR Management – Employee Portal – Expenses Approval Process-Expense Approval Use the Expense Approval page to review and select expense items and receipts for approval, and to print expense reports. The Expense Approval grid displays submitted ...Entering expense from a Cell Phone to add to the HR Portal 2025
Entering expense from a Cell Phone to add to the HR Portal You can access the HR portal from your Cell Phone. Here is how you can create a shortcut, icon to be added to your home screen. In a browser on your phone, you can choose either Chrome, ...HR Management -Registering 2024
Enrolling for HR Management Portal (First time User) Above is the login screen when you access the employee portal. Once in this screen you will see the enroll Option to the right of the Log in options. Click the ENROLL Button. Fill in your Employee ...