Question:

What are the repercussions for not meeting the stated deadline?

external follow-up for review and approval

Card Suspension until completed.

Warning, Retraining w/Manager in attendance, Temporary Suspension and/or revoke of card.

Email to supervisor
3 deadlines missed - card cancelled

Individual bill, card is not paid until expense report is approved and closed.

Cards may be suspended

After multiple instances of overdue transactions the cardholder is flagged for non-compliance, their manager is made aware, and continued overdues can result in card suspension.

They have an additional month to reconcile before they are considered delinquent. At 90-days card is suspended for one month.

Controller's force approves the transaction to the cardholder's default accounting, the purchase is subject to 100% audit of the transactions, and they may face additional sanctions for repeat offending.

Cardholders are supposed to reconcile by month-end however policy requires no later than 60 days. If not reconciled at 60 days, cards are suspended.

Their VP is notified of the past due status and the card is at risk of suspension for repeated offenses.

Card may be suspended until reconciliation is complete, but it's done very rarely

Agency P-Card may be suspended for not meeting deadlines or funding shortfalls.

Transactions are force reconciled and email sent to cardholder and approver

suspension of cards

Limit decrease

We don't have any.

Our card management software automatically sends out reminders (#1) the day after a new transaction is posted, and (#2) the day after the billing cycle ends. The deadline for cardholders to complete their reconciliation and signoff is the 27th of the month (about 1 week after the cycle has ended); we send a reminder (#3) about 5 days before this deadline and (#4) 1 day before the deadline. For anyone who hasn't completed these steps -- I send a follow-up (#6) about a week later, then (#7) escalate to that person's manager a week after that, letting them know that the card account will be suspended if the reconciliation is not complete and/or all documentation is not provided, within 5 business days. It very rarely gets to this last step of the process, but it amazes me that there are some people who require at least that 6th or 7th reminder each month.

?

threats

manager notification via email

none

Forced submissions and user has to reclass as necessary. Receipts to be added later if not already included.

After 30 days, a reminder is sent with notification that if not reconciled by a particular date, then the card is suspended.

Note this process is the same for both Pcards and Travel Cards.

Card suspensions

We were giving a 30 days to complete transaction. We have moved on to a 2 week window to complete. Our policy states that transaction are to be completed on a weekly basis.

None

WIP

Transactions are put the a districts miscellaneous account and they do journal entry for corrections.

na

Nothing- contacting the cardholder and their approver.

After close we start sending emails to the departments to remind them to reconcile. They have 5 days before accounting pulls the report and posts and any charges not reconciled get posted to the default coding and no journal entries are allowed.

our policy has we can suspend but have only done that once.

Internal documentation (paperwork) to move charges from default accounting codes to the correct accounting codes in Banner must be completed if reconciliation is not completed prior to deadline.

Email reminders that continue to escalate to management until completion. After a certain point card suspensions happen if reconciliation not completed.

Frequency of warnings within a 12-month period of being overdue by at least 30-days: 1st time is a formal email warning with supervisor cc'd; 2nd time is a formal email, supervisor cc'd, and the card is inactivated until cardholder attends a refresher training; 3rd time the card is taken away for a minimum of 6 months and the department must petition to have the cardholder reinstated with an explanation about what measures are in place to prevent the incidents from happening again.