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Payment Card Allocation Process

Step 1:

Accounting Personnel gets receipts from cardholder & delegates into cardholder’s Concur profile

Obtain receipts from cardholder daily, weekly or monthly (least preferred).

  • Goods received date should be marked on receipts. If SRS account, best practice is to include proof of PI certification
  • Review receipts for: tax, itemization, alcohol purchases, unallowable purchases, and purchases that require additional backup (e.g., food, memberships, gift cards).
  • Complete required paper forms such as food/business meal form, membership form, missing receipt form, or tax withholding form.

Acting as a Delegate instructions to review Pcard charges.

Step 2:

Accounting Personnel creates a new report and moves payment card (Pcard) expenses to a report

Create a new Concur payment card expense report for each month of card use.

  • The naming convention of Pcard expense reports will be crucial to assisting you and the TEES back office with searching and auditing expense reports.
  • The naming convention should be Month, Year, last 4 digits of the card and Cardholder’s last name. example: Sept2018 8747 Gregory
  • View “Creating a Payment Card Report” instructions on TAMUS Concur website if not familiar with the process.

Move Pcard charges from that month to the created report.

If fraudulent or unauthorized Pcard charges are in the cardholder’s profile, they must be disputed with Citibank as soon as possible, but no later than 60 days from the transaction date. They still need to be moved to the proper month payment expense report. Use object code 6335 for these charges and allocate to a department account.

Step 3:

Accounting Personnel itemizes expenses on the Pcard Concur expense report

Allocate each charge to an appropriate expense type (object code).

View “Itemizing a Payment Card Expense” instructions on TAMUS Concur website if not familiar with the process.

Step 4:

Accounting Personnel allocates expenses on the Pcard Concur expense report

Reallocate each charge to an appropriate account – can be any system member’s account.

View “Allocating (Splitting) a Payment Card Expense” instructions on TAMUS Concur website if not familiar with the process.

Charges on a single report can be allocated to multiple TEES accounts or TAMU/other Member of the A&M System accounts.

Put the goods received date in Concur for each charge unless on the receipt.

Step 5:

Accounting Personnel reconciles receipts to report and notifies Cardholder of the Concur expense report submission needed

A. Reconciling receipts to the expense report

  • Match receipts received from cardholder with Concur expense report to ensure all transactions are accurately itemized/allocated and all receipts are present.
  • Attach receipts and required paper forms such as business meal form, membership forms, missing receipt forms or tax withholding forms.
  • Any items on the report for which cardholder does not have receipts could be fraudulent items, duplicate charges, non-delivery items or disputed charges, etc. Work with the vendor (and/or Citibank) to resolve all these issues before the 30-day submission deadline to avoid voucher corrections later. (Remember, you will still assign all expenses to a Pcard expense report and itemize/allocate the charges.

B. Notify cardholder to submit the expense report / Submit report if you are cardholder.

  • Before an expense reaches 30 days old, complete the expense report and have it submitted. For cards used regularly, we suggest you submit reports before the end of each month for all expenses incurred during that month. Cards that have a lot of activity can submit more frequent expense reports (weekly or bi-weekly depending upon volume). Multiple reports per month should only be submitted when volume justifies the additional expense.
  • Accounting personnel (Concur delegate) need to confirm cardholder has submitted report into routing timely. Cardholders can submit from their smartphones if they have added the Concur Mobile App (i.e., they do not need to log in via SSO to submit).

Step 6:

Department Approver reviews and approves Concur expense report

The approver must review the purchases to verify:

  • Purchases are within purchasing, payment card program and disbursement guidelines.
  • Account and object codes are correct and allowable for that expense type (refer to TEES expenditure grid).
  • Card check in / check out log was completed, if card sharing occurred.
  • Expense report was done timely (all charges are submitted within 30 days of the transaction post date).
  • Documentation of the expenses is complete (e.g., goods received date, PI certification stamp, etc.) to ensure compliance with the guidelines stated above.

Cardholder may not be the sole approver of purchases/reallocation (i.e., the departmental approver may not be the cardholder).