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 for Division Cardholder.

Due Dates for Fiscal Year 2015

Cardholder Reconciliation and Verification Deadline Date Approver Review and Approval Deadline Date
NOVEMBER 11/19/14  (transactions with bank dates of 9/20/14 to 10/17/14) 11/20/14 at 3 p.m.
DECEMBER 12/15/14  (transactions with bank dates of 10/18/14 to 12/5/14) 12/16/14 at 3 p.m.
JANUARY 1/20/15 (transactions with bank dates of 12/6/14 to 1/16/15) 1/21/15 at 3 p.m.
 FEBRUARY 2/17/15 (transactions with bank dates of 1/17/15 to 2/11/15)  2/18/15 at 3 p.m.
 MARCH 3/19/15  (transactions with bank dates 2/12/15 to 3/17/15)  3/20/15 at 3 p.m.

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 “Approver Deadline Date” (second column shown above) each month. Approvers are advised to review and approve transactions on a frequent basis.

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

Termination

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