Monthly Oversight

This section is general PCard information about the oversight of the program and  the monthly responsibilities business offices should ensure are in place to manage the PCard Program for the college/department.  

1) UAccess Analytics Missing Documentation Report

The UAccess Analytics Missing Supporting Documentation dashboard provides departments with a tool to identify any PCard documents that are missing documentation and need attention. This report requires review on a regular basis by the PCard Liaison, college business office, and dean/department head to identify any strengths or weaknesses in the department's PCard program.  

To access this report and identify any missing supporting documentation: 

1. Log into UAccess Analytics  
2. Navigate to Dashboards - General – Purchasing Card  
3. Select the Action Items tab
4. Available Searches:
   • PCard College Name
   • PCard Organization Name
   • Reconciler Group Name  
5. Enter preferred search criteria  
6. Select Apply
   • The displayed activity is for the current PCard billing period only.
7. Select the Missing Supporting Documentation tile
8. The listing of all PCard documents that require supporting documentation will appear along with a link to the eDoc in UAccess Financials to take any required action.  
   • Sort by Cardholder or by Org Code
9. To identify prior missing documentation, select the Go to More Transactions with No Supporting Documentation button
10. Available searches:
    • PCard College Name
    • PCard Organization Name
    • Reconciler Group Name
    • Post Date
11. Enter preferred search criteria  
    • To receive the full information for the day, select the correct time for both the start and end date.
      • Example:   05/01/2023 12:00 AM through 05/01/2023 12:00PM
12. Select Apply

2) Auto-Approvals

Due to the banking billing cycle of PCard transactions (PCDO) there is a 16-day turnaround time to reconcile each PCDO in a timely manner. The 16-day deadline starts from the create date of the PCDO and on the 17th day the transaction will auto approval and will expense to the default account and object code.  

Approval timelines during extended holidays (more than one day) such as Thanksgiving and university closure are updated accordingly to avoid auto-approvals during these periods.  

The Accounts Payable PCard team monitors auto approved PCDO transactions and excessive auto approvals will result in suspension of the PCard, retaking the PCard training, or closure of the PCard for any further usage.  

Refer to the Expenditure Object Codes or consult with your department Fund Accountant for further information. 

3) PCard Statements and Billing Cycles

Individual or department cards Responsible Cardholders may log into Global Card Access to view their monthly PCard statement, although there is no requirement to print/save the banking statement. The following chart indicates the credit card bank statement periods for individual and department PCard activity.  

The university pays the bank statements on a semi-monthly basis to ensure timely payments to our banking partner. The billing cycles are the transaction periods that are included in the payment to the bank. Payments are made on the 7th and the 21st of each month. 

Please note: The credit available on a PCard is renewed on the 7th and the 21st of each month.  

For example, if a PCard credit card limit is $1,000, and the cardholder makes a purchase on the 1st of the month for $900 leaving an available balance of $100. On the 7th of the month, the credit limit will renew to $1,000 until the next billing cycle on the 21st of the month. 

Billing cycles that end on a weekend or holiday will end on the prior business day.  

Please call Financial Compliance at 520-621-9097 for questions you may have.