Question:

What is your approval timeline for compliance purposes?

PCardholder/ Delegate
Required: PCardholder’s expense report must be reviewed by a Delegate Reviewer BEFORE the expense report is submitted to the Cost Object Approver (COA). Notify the delegate that the expense report is ready to be reviewed.

Once the Delegate/Reviewer reviews the coding and associated receipts for each transaction/charge within the expense report, then the Delegate/Reviewer selects “Ready for Review”. The “Ready for Review” button is in the upper right corner of the expense report that is reviewed by the Delegate/Reviewer. When the “Ready for Review” button is selected, then the PCardholder receives an email from the Concur app, with the embedded Concur URL link, letting the PCardholder/ know that their expense report has been reviewed by the Delegate/Reviewer and is ready to be submitted to the COA.

Both the PCardholder and the Delegate/Reviewer must have completed their respective Profile within Concur and verified their respective email address; see Acting as a Delegate for more information concerning verification of the email address in their Concur Profile. See also the following online references.:

Cost Object Approver (Financial Manager)
“Owner of the money.” There can be more than one Cost Object Approver (COA) for an expense report based on the Index/Fund/ORGN used to pay for the items purchased or their allocation. All COAs will need to review the coding and associated receipt, then approve of the transactions/charges.Note: The COA needs to scroll to the bottom of each associated receipt, with their Index/Fund/ORGNs before the expense report can move to the next step or be approved.

Department Head/Delegate
If the COA is also the Dept Head, then the same person will have to approve the expense report twice

By the 3rd business day of the following month after the P-Card cycle ends

one week after statement issuance

three business days from the close of the cycle.

7 Business days after the close of the cycle (which is the 25th of the month).

within 2 weeks of expenses being reconciled or by 28th of each month.

30 days

3 business days

Cardholder has six (6) days after the statement period ends on the 15th of each month to have all posted transactions completely reconciled (coded and approved by manager(s) and/or all approvers)

n/a

-Approvals and all reconciliations/sign offs must be completed by the 5th business of the month for transactions from the previous month

the pcard statement drives the timeline. People to reconcile their pcards within two weeks of the statement closing. On ERM system is used, where people upload receipts to system and release their reconciliation to their manager. Managers usually respond within a day or two.

3 business days after the transaction posts for cardholders or liaisons
5 business days after the transaction is available to take action for the approver

We have no deadlines for approvals. We follow up with approvers when they don't approve in a timely manner. Only cardholders have a deadline to submit.

30 days from statement date, submission timeline. For managers, 2 week approval timeline from date of report submission.

14 days

n/a

<$7500 no approval, >$7500 PO based hierarchy

3 business days after the transaction posts for cardholders or liaisons
5 business days after the transaction is available to take action for the approver

5 days after statement closing

3-5 days

Weekly

Submit 3 days after end of cycle

5 business days after month end.

2 weeks

7th of the month to the 12th of the month

All transactions must be coded, receipted and approved for a pay period (ends on 21st) by month end.

Approval is required within 30 days days of transaction

5 - 7 days depending on day of cycle closing.

one calendar month after statement period closes

10 days

30 days

Charge, Load to system and approval by end of week.

Approvers are given four business days after month end close to complete their approvals.

10 days