P-Card Dates

Monthly Data Entry Deadlines

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 and attach receipts once a week in Concur Pcard Module. For example, on Friday of each week, the cardholder will enter the chart strings and attach receipts for any transactions that have posted up to that point in Concur Pcard Module. 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. 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.

Reminder: Pcard Exception forms must be completed BEFORE the purchase is made and attached to the expense as soon as the transaction is available in Concur. Please note, Pcard Exception forms will not be approved after the transaction has already taken place.

Reminder: Purchases over $500 require that vendor hold search be completed BEFORE the purchase is made and attached to the expense as soon as the transaction is available in Concur

More information found on the Purchasing Card Program Website

Log in to Concur

Concur PCard Standard Processing Timeline

The following is a schedule of required activities and respective deadlines for processing Concur PCard Transactions.

• Statement Periods – 4th of Prior month through 3rd of Current month
  • Transactions post throughout the month and should be reconciled weekly throughout the Statement period
  • Concur Process Restriction: PCard Holders cannot submit Statement Reports until after the 3rd Business Day of new period (6th). This is to allow any orphaned charges to post.
• Pcard Holders Statement Submittal with Receipts – 6th of the month and no later than the 10th of the Month or following business day
• Approvers (All levels completed by) – Within 3 business days and no later than the 18th of the Month or following business day (with the exception of , FY year end, November, & December)
  • 1st Level (formerly Reconciler) – 3 Business Days
  • 2nd Level (DeptID Holder) – 3 Business Days
  • 3rd Level (COA/Grants Office) as needed – 3 Business Days
• PCard Team to complete transactional review/audit – 6th – 26th of the Month
  • PCard Journal Creation – 26th of the Month or following business day
  • PCard Statement Payment Due to Citibank – 27th of the Month or following business day

Statement periods - Can be submitted starting on the 6th of the month