Instructions
Each month every P-Card cardholder will receive a Monthly Statement of Account from the issuing bank (Bank of America). Each cardholder must reconcile the monthly statement with receipts, credit memos, and other relevant purchase documentation. The cardholder must complete the Monthly Reconciliation Form; his/her supervisor must review and approve it, and then submit it to the P-Card Administrator no later than the 10th of the month. Cardholders who are delinquent in submitting their Monthly Reconciliation Form, monthly statement, and supporting documentation, may be subject to suspension or revocation of their P-Card privileges and/or other disciplinary action as deemed appropriate.
Monthly Reconciliation Form Procedure
- Complete the Spreadsheet:
- The p-card administrator will send a spreadsheet with your monthly statement.
- If you have uploaded and allocated your transactions in WORKS, your spreadsheet will be complete. If you have not, you will need to do so immediately. Once you have allocated and uploaded all receipts, notify P-Card Administrator to resend spreadsheet.
- Submit for Approval:
- Forward the completed spreadsheet, receipts, and signature page to your supervisor.
- Supervisor approves and sends to the division VP.
- Final approval by the VP of Finance and Administrative Services.
- VP forwards to the p-card administrator for processing.
- Have your supervisor sign and date. Supervisor approval is required before submitting the Monthly Reconciliation Form to your Division VP and the VP of Finance & Administrative Services.
- Forward the completed Monthly Reconciliation Form with the Monthly Statement of Account and Receipt file to the P-Card Administrator no later than the 10th of the month.
- Any questions regarding this form should be directed to the P-Card Administrator.