Question:

What process do you use to ensure compliance with approval deadlines?

Notifications
Card suspensions
ERP Vendor blocks for out-of-pocket expenses

100% review of documents

Suspend card and send out an Out of Compliance form signed by Supervisor.

I don't understand this question.
We check each month to see who has a statement and see if they have submitted the recon.

If by third notice they do not have their expense reconciled, the card is paused until they complete it.

Violation points are issued for late statements

email, notification to budget manager

we lower the cards to 1.00 until complete

Manual review by the administrator to ensure that the personnel is completing what is required.

Accounting is supposed to follow up, but they don't

Reports are to be ran by each agencies Program Administrators to ensure compliance on a monthly basis.

Our electronic reallocation system built out within OnBase

Annual statement processing guide with monthly deadlines are published. Monthly processing deadline reminder published. Reminder emails to accountholders and approvers still pending, days prior to processing deadline. Instances of lateness are tracked and accounts are suspended and/or cancelled if in violation too many times per policy and procedures.

we suspend cards when transactions are not reconciled. We monitor approval through email notification.

We run weekly reports to confirm if all transactions are approved.

Our system sends out automatic reminders to approvers and P-Card holders. Approvers are trained to set up vacation rules to ensure someone is covering their approval duties while they are out on leave or vacation.

Time/Date stamp when the request was submitted.
There are reminders as the time comes near to remain in the timeline compliance.

Numerous emails to cardholder/reconciler + supervisor and if it's waiting for approval the approver + supervisor.

Our Accounts Payable department notifies us when a deadline is not met. We first contact the approver to see if they can get the transaction approved. If that does not work, we contact their immediate supervisor to inform them of incomplete approval. Our last resort is to forward their transaction approval to another approver in their department or their immediate supervisor to approve on their behalf.

Is putting the fear of God into cardholders an answer?
I go over the policies with each cardholder when the card is issued. Each school/department has a reconciler that reviews and allocates each charge, I reconcile the District statement and there is a deadline for each step.

Reports and Transaction Aprovers

Cardholders & approvers receive periodic email reminders throughout the month (generally once every 7-10 days) to complete their Pcard approvals to remain in compliance with program policy.

A report is run out of our ERP on the first of every month. All Pcard users that have outstanding transactions beyond the required deadline that have not completed the approval business process will have their cards inactivated (set to $1 limit, effectively making it unusable) until they complete all outstanding transaction approvals.

Email reminders to card holder, reports to controllers

I run reports and notify cardholders/approvers about their outstanding transactions. I work with them in person or over Teams if they need assistance.

I send out a calendar invite to my PCard contact group with the deadline they are supposed to have their transactions coded and the receipt documentation uploaded.
I will send out email reminders as it gets closer to the deadline.

Cards are suspended if deadlines are not met. We also hold the right to cancel the card.

Appen in Concur

Close monitoring of the dates items are due by cardholder, approver, and submission deadline.

Email reminders

card suspension

Monthly compliance audits are due by the 25th of every month. There is no acceptable excuse for missing the deadline.

Pcard is suspended if reports are not submitted timely

We send emails to approvers regarding approvals.

Temporary suspension of card until transactions are complete.

Email reminders