Question:

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

Provider software application

A 100% compliance review is conducted.

Email reminders, and infractions to cardholder's cards.

Warnings and/or subsequent suspension or removal of card privileges

manual review

We require cardholders to receive approval from their Dept directors in writing and then it must be sent to Pcard Admin

Our system generates auto- emails with an excel spreadsheet of each approver's transactions; past dues are followed up on a regular basis.

We provide reporting that shows date of approval

manual reporting for transactions that are out of compliance

We are in the process of implementing compliance through audit tracking.

Warnings and Suspension if not completed.

Any non-approved transactions as of the 21st incur a warning email reminder. Any transactions not signed off by the last day of the month are considered out of compliance and are documented as violations. Consequences may include card suspension and/or notification to departmental management.

Email reminders.

email notification, 3-strikes rule defined in p-card policy

Monitor the transactions and send email to Approver notifying them their approval is late. My Approver's generally respond quickly to the email.

Run a report after due date and send non compliances to those who did not meet the deadline.

Email notifications will be sent to Cardholders and Proxies once a transaction is posted for review. For any transactions that remain incomplete, daily delinquent notifications will commence on the 10th day to remind all parties involved. After 30+ days the cardholders supervisor and units Fiscal Officer is notified and the card is disabled until all transactions have been submitted an fully approved. Once disabled, the cardholder may be required to retake the PCard training course.

Running reports and sending emails to cardholders, managers, and business managers.

Monthly Audit, and any which are not approved are cited with an Infraction

Email communication on the day of import and the day before deadline.

We email approvers to remind them when reports haven't been taken care of after 10 days.

put charges on personal ubill if not approved through the three steps in our system. Also suspend the card and finally, cancel the card if they continue to fail to meet expectations.

review and communication

Email notices are sent out

Email is sent to all proxy reconcilers and approvers by the 8th of the month to remind them to process their pending transactions and submit documentation to Finance by the 10th.

Noncompliance policy