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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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