Question:

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

Expense Reports must be submitted monthly except when the cardholder does not have any PCard charges during the cycle.

All PCard charges for a given month including fraudulent and incorrect charges should be assigned, coded, and submitted to an Expense Report within 10 (ten) days of the end of the JP Morgan Chase Bank cycle (JP Morgan credit card cycle begins on the 5th of the month ends on the 4th day of the upcoming month. Therefore, PCard reports must be submitted to the COA NO LATER THAN the 14th of each month.

Most departments require a detailed review by a delegate/reviewer prior to submittal to the COA. Cardholders must ensure the report is submitted for the Delegate review before the 14th of the month.

Once submitted, the Expense Report should be reviewed and approved by the COA within 7 days but approved NO LATER THAN the 21st of each month.

Email reminders to approve charges prior to the deadline

Automatic reminders sent to cardholders plus training courses provided pre card issuance

manual process

We run outstanding transaction reports and then send out emails to cardholders and their managers about outstanding transactions

We send weekly reminders and then direct emails

- email reminder notification to cardholder @ day 31
-email notification to cardholder and manger @ day 35
- email notification to cardholder, manager @ VP @ day 40

Email reminders, forced approvals by Admin as needed to meet Accounting deadline. Follow up email approval as needed.

I generate reports for unreconciled transactions of all cardholders in our credit card banking program after the statement period closes. I send reminder emails to the cardholder 1st and then I generate that report again 2 days later and send another reminder to the Cardholders and Managers or vise versa if its at a Manager status. I may also escalate it to the Chief Level if not action is taken. If transactions still have not completed the reconciliation process on the 7th day then the cardholder is notified with a Warning to the violation (not reconciling in timely manner or by deadline) and any reoccurrence of this violation will result in Retraining, Card Suspension up to 90 days or the card revoked. I track violations to the program and send notices by email to all cardholders or approvers. A Cardholder would have to seek the Chief Level approval for their card to be re-instated.

n/a

-Courtesy reminder emails are sent out before deadline
-Additional email is sent out 1 business days after missed deadline
-After that time, violation notices are sent and cards are suspended if applicable

there are allowances for the number of transactions and the dollar amount that are not fixed. They should be generally preapproved or extenuating circumstances explained. A senior level of management needs to approve or the CEO.

Program, Internal (University) and State audits

we reach out to departments that are late all of the time to see what is the issue.

automated notifications; system returns report when no action is taken by approving manager - onus on employee to follow-up.

Our cardholders receive an email once the transactions hit our ERP system. They have 14 days to reconcile the transactions they will also receive a notification at 7 days and on the 14th day. The transaction on the 14 th day escalates to their management.

We lock cards down as appropriate for use, and have policies that document appropriate usage. Monthly, the transactions are reviewed, and we ask reviewers to bring any questionable items to us for review.

Spend determines the need for PO or not

Program, Internal (University) and State audits

Approval by each cardholders Manager/Director

I run a transaction report weekly to determine who hasn't reconciled the transactions.

Oversight in Finance Department

Yes, to account for PTO, we allow 7 days.

They get one email ahead of the deadline as a reminder and another email if they miss the deadline.

validation at entry

Infraction table with increasing consequences

Regional administration is responsible for ensuring compliance on a monthly basis and the P-Card administration team is responsible for ensuring quarterly compliance.

We run compliance reports at statement closings to determine who has not signed off/approved their transactions.

Monitor transactions and notify Approver if there are outstanding approvals required. Three strike-policy for those who don't respond.

depending on the 'out of compliance' issue - we have zero tolerance for fraudulently using the card. Accidental personal use has to be re-paid to the company. Some transactions require Purchasing and/or Finance approval if outside normal limits or MCCs.

Our compliance protocols are based on state procurement laws and city policies. Minor compliance issues get one written warning and then card suspension after that. Serious infractions that violate state laws (example a split transaction) goes directly to suspension of card privileges.

email reminders then suspend card if no action taken

ERP system

Cardholder Pcards will be suspended if respective managers do not complete approvals.

Employee is locked out of approval process and the employees supervisor must handle the approval with AP manager.