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P-Card Dates

Monthly Data Entry Deadlines

At the conclusion of each billing cycle, all transactions recorded in Concur Pcard Module should have a “Business Purpose”, be allocated and have receipts attached.

The timeliness of your Purchasing Card data entry impacts the deadlines of many aspects of the financial reporting process from grants and budgeting, to processing the Citibank Payment. Cardholders will be expected to enter the chart of account strings once a week in Concur Pcard Module.
For example, on Friday of each week, the cardholder will enter the chart strings for any transactions that have posted up to that point in Concur Pcard Module. Reconciling and completing the reports will still be due no later than the 10th of each month or the following business day. Failure to comply with these guidelines may result in disciplinary action and/or the loss of your Purchasing Card.

Accounting Period Cycle Dates GCMS Entry Due Dates
September 2020 8/4/2020 to 9/3/2020 Tuesday, September 8, 2020
October 2020 9/4/2020 to 10/3/2020 Monday, October 12, 2020
November 2020 10/4/2020 to 11/3/2020 Thursday, November 20, 2020
December 2020 11/4/2020 to 12/3/2020 Tuesday, December 10, 2020
January 2021 12/4/2020 to 1/3/2021 Monday, January 11, 20201
February 2021 1/4/2021 to 2/3/2021 Wednesday, February 10, 2021
March 2021 2/4/2021 to 3/3/2021 Wednesday, March 10, 2021
April 2021 3/4/2021 to 4/3/2021 Monday, April 12, 2021
May 2021 4/4/2021 to 5/3/2021 Monday, May 10, 2021
June 2021 5/4/2021 to 6/3/2021 Thursday, June 10, 2021
July 2021 6/4/2021 to 7/3/2021 Monday, July 12, 2021
August 2021 7/4/2021 to 8/3/2021 Tuesday, August 10, 2021

Monthly Dates to Remember

JANUARY 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • January 6-11 – PCard Holder Statement Submittal
  • February 11-13 – 1st Level Approver, Supervisor
  • February 13-15 – 2nd Level Approver, DeptID Holder
  • February 15-20 – 3rd Level Approver, as needed COA or Grants Office

FEBRUARY 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • February 6-10 – PCard Holder Statement Submittal
  • February 11-13 – 1st Level Approver, Supervisor
  • February 13-15 – 2nd Level Approver, DeptID Holder
  • February 15-20 – 3rd Level Approver, as needed COA or Grants Office

MARCH 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • March 6-10 – PCard Holder Statement Submittal
  • March 11-13 – 1st Level Approver, Supervisor
  • March 13-15 – 2nd Level Approver, DeptID Holder
  • March 15-20 – 3rd Level Approver, as needed COA or Grants Office

APRIL 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • April 6-12 – PCard Holder Statement Submittal
  • April 12-13 – 1st Level Approver, Supervisor
  • April 13-17 – 2nd Level Approver, DeptID Holder
  • April 17-20 – 3rd Level Approver, as needed COA or Grants Office

MAY 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • May 6-10 – PCard Holder Statement Submittal
  • May 10-14 – 1st Level Approver, Supervisor
  • May 14-16 – 2nd Level Approver, DeptID Holder
  • May 16-20 – 3rd Level Approver, as needed COA or Grants Office

JUNE 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • June 6-10 – PCard Holder Statement Submittal
  • June 10-12 – 1st Level Approver, Supervisor
  • June 12-14 – 2nd Level Approver, DeptID Holder
  • June 14-20 – 3rd Level Approver, as needed COA or Grants Office

JULY 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • July 6-12 – PCard Holder Statement Submittal
  • July 12-13 – 1st Level Approver, Supervisor
  • July 13-17 – 2nd Level Approver, DeptID Holder
  • July 17-20 – 3rd Level Approver, as needed COA or Grants Office

AUGUST 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • August 6-10 – PCard Holder Statement Submittal
  • August 10-12 – 1st Level Approver, Supervisor
  • August 12-16 – 2nd Level Approver, DeptID Holder
  • August 16-20 – 3rd Level Approver, as needed COA or Grants Office

SEPTEMBER 2021 (Accelerated timeline due to Year End)

Statement Periods – 4th of Prior month through 3rd of Current month

  • September 6-8 – PCard Holder Statement Submittal
  • September 8-9 – 1st Level Approver, Supervisor
  • September 10-13 – 2nd Level Approver, DeptID Holder
  • September 13-15 – 3rd Level Approver, as needed COA or Grants Office

OCTOBER 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • October 6-11 – PCard Holder Statement Submittal
  • October 11-14 – 1st Level Approver, Supervisor
  • October 14-16 – 2nd Level Approver, DeptID Holder
  • October 16-20 – 3rd Level Approver, as needed COA or Grants Office

NOVEMBER 2021

Statement Periods – 4th of Prior month through 3rd of Current month

  • November 6-10 – PCard Holder Statement Submittal
  • November 11-13 – 1st Level Approver, Supervisor
  • November 13-15 – 2nd Level Approver, DeptID Holder
  • November 15-20 – 3rd Level Approver, as needed COA or Grants Office

DECEMBER 2021 (Accelerated timeline due to Winter Break)

Statement Periods – 4th of Prior month through 3rd of Current month

  • December 6-10 – PCard Holder Statement Submittal
  • December 10-12 – 1st Level Approver, Supervisor
  • December 12-16 – 2nd Level Approver, DeptID Holder
  • December 12-16 – 3rd Level Approver, as needed COA or Grants Office
  • December 23 – Winter Break*Information is also available on the PCard Webpage