Question:

What are the repercussions for not meeting the stated deadline?

Finance Director review meeting

Notice to cardholder and manager. After repetitive noncompliance card will be suspended.

P-Cards with transactions that have not been reconciled within 30 days of the posted date will be temporarily suspended from use until those transactions in question are reconciled, and the Expense Report submitted, approved by all required approvers, and paid. The temporary suspension applies to all cards associated with the employee’s name.

Once outstanding transactions have been fully approved, the temporary suspension will be removed during the next scheduled process.

The temporary suspension will also prevent cardholders from submitting personal expense reimbursement requests until all outstanding transactions are completely approved and your card has been released from the temporary suspension status.

Nothing
An email reminder is sent to the reconciler, approver, and their manager. Sometimes the CFO is also copied.

Warnings, Card Closure and possible corrective action

1st offense = warning and 25 days to correct before card suspended
2nd offense = 15 days to correct before card suspended, Suspension requires retraining of cardholder and approver
3rd offense = card suspended, written plan required to reinstate card

Card suspended

Escalation emails

Transactions are locked, and the P-card account is suspended until reconciliation is completed.

Repeated offences will result in the card being turned off.

n/a

Card suspension and HR involvement for policy violation

Accounting must wait for completed/correct reports.

Their P-Card limits will be lowered to zero until the expense report is submitted.

Pssh. None really.

15 day grace period, then card is suspended for a month.

escalation to manager and card suspension

Late submissions escalate - at 60 days overdue cards are suspended; at 90 days cards are subject to cancelation.

None

a tiered disciplinary process

possible suspension of card privileges on case-by-case basis, repeated infractions result in loss of said privileges

We escalate to senior management when Statement Reports are not in by the deadline. We begin sending email reminders on the 10th of the month, if the report is not in by the 15th it is escalated and we threaten to revoke the card, but we never have. Our P-Card Reconciliation is done through the Corporate Billed Statements module in Concur Expense.

First - email to cardholder/approver
Second - 30-day suspension
Third within a year - revocation of card

Not meeting the deadline can cause a delay in posting transactions to GL. If we post to the GL before everyone has audited, it can cause additional correcting journal entries. Not direct consequences to departments responsible for filing audited statements on time.

If the cardholder does not meet the deadline an email is sent to them and their approved giving them 72 hours to resolve or their card will be suspended.

Possible card suspension

An infraction. User has to watch a video for the first infraction, a write up for the second infraction, and potential removal from the p-card program for the third infraction.

suspension of card

our policy states that the end user can lose privilege of the card use

The card is temporarily suspended at 60 days; and closed after 90 days.

ProCards are suspended.

Manager is notified; After 60 days of non reconciled transactions, card is suspended.

Email warning, card removal if issue is recurrent

you get some mean emails - nothing else

None