Question:

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

We send out an email to all our reconcilers monthly, at the end of our bank's billing cycle with all the outstanding transactions.

Email reminders, escalation to supervisor after 2 business days

Automatic reminders from the online card management platform (on the day a new task is assigned + reminder after the billing cycle ends), reminder messages from C-Card Support staff (for accountholders after the billing cycle ends + one day before the deadline; for approvers one day before the deadline). Follow-up reminders to accountholders and approvers who still haven't signed off by one week after EOM; a final reminder and escalation to manager for anyone who still hasn't signed off by two weeks after EOM.

Nothing is approved until after the purchase has been expensed.

System tags deadlines at 30-day intervals.

Monitor transactions over 30 days past the post date through reports used by the card services team

If they do not get documents processed and approved by the deadline that I give then we start locking cards for the department, not just the cardholder that is not in compliance.

Currently we get a report that lets us know 10 business days from the end of the month, how many transactions are not approved. The approvers all get an autogenerated email with a list of these. Then the P-Card team sends out follow-up emails that go to either the Approver, or the Reconciler for the transactions depending upon the status. These "extra" emails go out 3 times in total before the end of the month. It has made a marked difference in our compliance (less than half a percent out of compliance monthly)

It is a manual effort currently. We send "Escalation emails" to the cardholders manager and department head.

Monthly monitoring of transaction submission status within our ERP and aging notifications to cardholders and their managers.

We send out email reminders the week that the statement is closing and if someone fails to get their statement approved they are flagged for an audit and they are put on a tracking sheet. Multiple failures to get their card approved on time results in a meeting with management and there is also the potential to have their card suspended.

Monthly reporting; remind cardholders to submit by a certain date. second reminder, manager is copied, and if report is not submitted by the date specific, card is suspended.

Oversight & gentle reminders from Finance staff.

manual

100% review of Pcard statements

We send out emails informing of deadlines and initially when expenses are overdue. If process continues with payment delays cards are suspended.

Use email reminders within SAP Concur to reminder cardholders about submission deadlines. Once a report is past due, all emails are sent manually.

Card suspensions for accounts that are not completed by the 20th. The previous month cycle must be completed by the last day of the next month or accounts are suspended.

We have a manual approval and reconciliation process; so the deadlines are flexible.

Reminder emails, violation tracking

Running reports, Training

Manual email or phone follow up

We send monthly reminder about a week before all transactions are due (approved), in addition to weekly reminders sent for any with outstanding transactions. In addition, we have notifications sent in Workday when new card transactions are imported to a cardholders account to process and submit to approver.

Requires department head approval.

ERP system, Workday, for reconcilliations

Queries within out provider's system.

Emails to department reconcilers for missed deadlines including their chain of command if necessary.

System generated e-mail reminders. Cardholders who have multiple unapproved cycles in a rolling period will face card suspension.

We run a report of anything outstanding on the 8th business day. We follow up for a few days and then send our information to Card Integrity to start the auditing process. If transactions are not fully approved, the card will be suspended at 30 days.

Email cardholder, multiple violations result in losing p-card privileges or even termination depending on the role.

We have an internal form with a few items to complete. The cardholder completes the form within 2 business days of the transaction and submits electronically with the related receipt(s) for that transaction, to their immediate supervisor. The supervisor reviews/approves the transaction by signing off on and submitting the form to the P-Card administrator.

We use excel to pivot our approval data. We email all offenders with deadlines for completion. We have a 3-strike policy. The 3rd strike gets the card suspended until the cardholder re-trains, gets all transactions resolved, and presents a written plan for future compliance. Any further non-compliance results in the loss of card privileges forever.

If they do not provide the back up they will be subject of a payroll deduction.

Calendar reminders and deadline schedules.

Reminder emails to approvers and another email to district managers to show all outstanding transactions that are pending approval.