Important P-Card Transaction Deadlines
With Fiscal Year 2018 closing in a few short weeks, the P-Card deadline of reconciling previous month transactions by the 18th day of the following month must be followed by all cardholders. All transactions (travel and non-travel) with a prior month transaction date must be added to a report, submitted, approved by supervisor, budgetary and added approvers, and routed to either P-Card Services or Accounts Payable by 5 pm on the 18th day of the following month. To assist cardholders in reconciling outstanding transactions by this deadline, cardholders will receive a reminder email with a listing of all outstanding transactions on the 14th of each month. This email will be sent directly from the Concur system (firstname.lastname@example.org). If the transactions are not reconciled and received in either Accounts Payable or P-Card Services by 5 pm on the 18th, an email notification will be sent out on the 19th directly to the cardholder and will include the cardholder’s supervisor and applicable budget manager. Failure to reconcile by the last working day of the month will result in card suspension on the first working day of the next month.
All transactions (travel and non-travel) that have a 6/30/18 or prior transaction date should have been reconciled, approved and routed to P-Card Services or Accounts Payable at this time. All cardholders with outstanding transactions with a transaction date of June 30, 2018 or prior will receive an email notification today. If these transactions are not received by P-Card Services or Accounts Payable by 5 pm on Monday, August 6th, cards will be suspended first thing Tuesday morning, August 7th. Reconciliation will be monitored on a daily basis and cards will be reactivated after all charges have been reconciled, approved and received by P-Card Services or Accounts Payable. If you have any questions or need help with reconciling, please email email@example.com.
As a reminder, at year-end, cardholders will have a much shorter window to reconcile September transactions in order to post to fiscal year 2018. Transactions with a September transaction date must be reconciled by October 8th at 5:00 pm.