PCard Reconciliation and Reporting

PCard Holder Responsibilities

Cardholders are responsible for reconciliation and maintenance of all records and receipts for PCard purchases, returns, and refunds made to their account.

The previous day’s PCard bank transactions are available daily in FMS for reconcilement. Cardholders are to reconcile and verify all PCard bank statement transactions by the “Cardholder Reconciliation Deadline Date” (first column shown below) each month. Reconciliation and verification should be conducted daily, Monday through Friday, if possible. The Laboratory makes daily automatic payments for all PCard transactions charged the prior day.

Cardholders are responsible for resolving any issues and discrepancies directly with the supplier. Discrepancies that cannot be resolved must be reported to the PCard Coordinator at ProcurementHelp@lbl.gov.

Step-by-step instruction on reviewing and verifying bank statement transactions in FMS are outlined in the User Guide – Division Purchase Cardholder.

PCard Approver Responsibilities

The previous day’s PCard bank transactions are available daily in FMS for reconcilement and verification by the Cardholder. Approvers are to review and approve PCard bank transactions verified by the Cardholder by the Approvers’ deadline date. This deadline date will be provided monthly to Approvers by the PCard Program Coordinator.

Step-by-step instruction on approving bank statement transactions in FMS are outlined in the User Guide – Division Purchase Card Approver. The User Guide includes instructions for producing a report of purchase card transactions requiring approval.

Termination

PCards must be immediately surrendered to the Procurement Service Center upon termination of employment as outlined in the Division Cardholders Policy and Guidelines.