Question:

Any other commentary?

Use of SAP Concur reconciliation software in place since March 2019

All transactions are reconciled before the bank invoice due date and payment is rendered. It is stressfully at times getting it done but with consequences to the violations being enforced more has improves the process.

represent an airport. if no receipt provided an explanation should be provided along with reasonable support. For example, if someone bought a $5 coffee - does it seem reasonable and was the charge at a coffee shop?

We have a process of giving out written violations with points assessed by the type of violation. Cardholders can have up to 99 points in a fiscal year. At 100 points, the card is suspended and they have to take retraining before the card will be turned on again. Some violations are an automatic suspension with the same requirement for training. Too many suspensions will cause loss of card privileges for an extended time. In some cases loss of privileges may be permanent.

We do not require receipts for Amazon Business Prime since we have backups on our Amazon account or credits since there are rarely receipts provided.

Certain expense types are on an auto-approval and do not require Leader approval. They are audited for compliance by Finance.

it's harder than you think; some cardholders simply don't care

We have to follow federal requirements for purchasing so we have to be pretty strict and we do a lot of auditing and data mining to ensure compliance and mitigate when issues arise.

Our program has leadership that currently does not want to hold certain groups or individuals responsible for non-compliance. It has created tension between the cardholders, leadership and the program administrators. It sets a bad tone and opens us up to internal/external fraud and misuse of the pCard. We now have two groups of cardholders; the elites who don't have to follow the rules, and those that do have to follow the rules.

We require that all receipts must be itemized with detailed information of the purchase.

Please feel free to reach out to me with any additional questions.

All transactions require a receipt, but missing parking receipts under $5 are exempt from the out-of-compliance consequences matrix. We have approximately 600 cardholders and no one has moved beyond the first formal warning of noncompliance since we started the process over a year ago.

There is a standard limit for the card, and justification is needed if goes over a certain amount. Approval by Program admin for the disbursement of initial card and further approval if exceeds certain amounts.

No

Receipts only required for $75 or greater; airfare purchases exempt from receipt requirement at any $$ amount.

I am very interested in the data this will provide. Thank you!

We are CBCP so we pay our issuer in full upon the statement cycle and perform reversing reclass for expenses not yet submitted/approved by the cardholder at month end.

Exceptions may be requested for transactions that are considered non-compliant or unauthorized, (for example gift cards). If an exception is given the transaction must have the appropriate documentation attached or it will be flagged for non-compliance.

The first and third questions are not clear. I am not certain as to what you are asking.

Generally, we find our cardholders are compliant with approvals about 98% of the time, but that number drops to about 80% at the manager level. Deeper examination of our data revealed that this is largely driven by "partial" approvals. The data indicates some managers are actually beating their cardholders into the system to do the approvals, meaning these managers may not be seeing all transactions they will need to approve. With this in mind, we are now looking at adjusting our notification process, if not the actual approval workflow, to improve manager-level approval percentage.

We do not have leadership support to run this the way we should. We are required to send two "nice" emails and then we can start escalating. Athletics is exempt from suspensions.

$25 or less for receipts not being required is for our travel card program

We require receipts for transactions $25 and over.

Transaction must be signed off by the proxy reconciler and approved by the manager. One person cannot process a transaction as proxy and approver. A cardholder can serve as proxy for their transactions but is not allowed to sign off as approver.