PCard Compliance: A Journey from the Trenches to the Enterprise

The PCard Journey

OSC PCard Program

Time in the Trenches

On Board the Enterprise Systems• Financials• Analytics

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OSC PCard Program

College Profile• One large department – one org code• One PCard Reconciler Group Code

• ~ 40 Cardholders

• Almost 5,000 PCard transactions per year• ~ 20 transactions per day, 5 days a week

• 5.50 FTE Administrative Associate pool• 0.50 FTE PCard Reconciler• 3.00 FTE Fiscal Officers

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Time in the Trenches

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Time in the Trenches

Common Compliance Issues• Late or missing receipts• Incorrect PCard recon form information• Multiple forms and receipts for one transaction

Consequences• Risk of no-receipt and auto-approve transactions• Increased number of GECs• Lost productivity of Reconciler and Fiscal Officers

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OSC Internal Deadlines

Clarified internal processing deadlines• PCard recon forms and receipts need to land in the

business office within 7 days of the transaction date• Transaction date vs. action list create date• Reconciler has 2 days to process• Fiscal Officer has 7 days to review and approve

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Admin Assoc Reconciler Fiscal Officer Deadline

TD + 5 TD + 7 TD + 9 TD + 16

CD + 3 CD + 5 CD + 7 CD + 14

OSC Daily Worksheet

Formalized PCard Reconciler’s Daily Worksheet• ~ 20 transactions per day, 5 days a week• Checklist for the Reconciler to batch all transactions

with same due date• Reconciled transactions to Fiscal Officers with

approval deadline noted

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On Board the Enterprise Systems

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First Stop – Financials

Reconciler’s Worksheet• Query daily transactions

by create date• Export to excel and run

an excel macro• Print the worksheet

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Reconciler’s Daily Worksheet

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Reconciler’s Daily Worksheet

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Admin Assoc Reconciler Fiscal Officer DeadlineCD + 3 CD + 5 CD + 7 CD + 14

Next Stop – Analytics

Getting to know the Data

Tour of the PCard Reconciler Dashboard

Tour of the PCard Management Dashboard

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Analytics – Getting to know the Data

General-Purchasing Card > Card Transactions• Asking for the Analyze button on Community

General-Financial Management > Transactions

PCard Report Filters• Recon group code• Dates• Completed status• Y/N indicators

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Analytics – Getting to know the Data

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Next Stop – Reconciler Dashboard

PCard Reconciler Dashboard• Action list report• Weekly status report• Quick vendor lookup• Document watch list

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