Unassigned/eWallet Transactions
Based upon the transaction posting date, expenses should be assigned to an expense report within 30 days, or TEES Fiscal will assume they are non-travel transactions, and the Non-Travel Aging Transaction policy will apply.
Daily email notifications are sent from Emburse Expense Monitoring to the cardholder and others based upon the System escalation policy.
Non-Travel Transactions
Based upon the transaction posting date, expenses assigned to a non-travel expense report should be submitted within 30 days. After 45 days, the transaction is out of policy. In addition to Emburse emails, for unsubmitted out-of-policy non-travel transactions, TEES Fiscal will reach out to:
- 30-44 days – notify cardholder and/or department delegates.
- 45-59 days – notify cardholder and department delegates.
- 60-89 days – notify cardholder, department delegates and cardholder’s supervisor. At 60 days, the card could be temporarily suspended.
- 90-119 days – notify cardholder, department delegates, cardholder’s supervisor, and department head.
- Reminder: At 90 days, expenses that are not submitted can become taxable to the cardholder. Please see the TEES 90-day policy webpage.
- 120-149 days – notify cardholder, department delegates, department head, and either the Associate Dean of Finance or Controller.
- 150 days – if items are not cleared, the TEES Fiscal Office could mark all items as unallowable and submit and approve the expense report on the employee’s behalf. If charges are marked as unallowable, this will begin a collection process to use personal funds from the employee for the charges and place the employee on state hold until the balance is cleared.
Travel Transactions
Based upon the travel end date, expenses assigned to a travel expense report should be submitted within 30 days. After 45 days, the transaction is out of policy. In addition to Emburse emails, for unsubmitted out-of-policy travel transactions, TEES Fiscal will reach out to:
- 30-44 days – notify cardholder and/or department delegates.
- 45-59 days – notify cardholder and department delegates.
- 60-89 days – notify cardholder, department delegates and cardholder’s supervisor. At 60 days, the card could be temporarily suspended.
- 90-119 days – notify cardholder, department delegates, cardholder’s supervisor, and department head.
- Reminder: At 90 days, expenses that are not submitted can become taxable to the cardholder. Please see the TEES 90-day policy webpage.
- 120-149 days – cardholder, department delegates, department head, and either the Associate Dean of Finance or Controller.
- 150 days – If items are not cleared, the TEES Fiscal Office could mark all items as unallowed and submit and approve the expense report on the employee’s behalf. If charges are marked as unallowable, this will begin a collection process to use personal funds from the employee for the charges and place the employee on state hold until the balance is cleared.
Until an expense charged to a CC28 card is fully approved through Emburse, it may be considered out of policy after 45 days. The cardholder remains responsible for ensuring that proper approvals and documentation requirements are met.