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How to Handle Delinquent Statements
Summary: Learn the consequences of processing Purchasing Card statements later than required.
Statements must be forwarded to FAST/AP within two weeks of the statement issuance date, to allow ample time to detect any incorrect charges and begin the dispute process within 60 days of the purchase.
| What FAST/AP does: |
How to do it: |
| 1 |
For a 1st late submittal of statement follow these steps
or
skip to Step 2 for a 2nd late submittal. |
- Notify the Division Supervisor that statement must be submitted immediately (via phone, e-mail or memo.)
- Remind the Cardholder that a second late statement will result in card privileges being suspended for a two month period.
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| 2 |
For a 2nd late submittal of statement follow these steps
or
skip to Step 3 for a 3rd late submittal. |
- Notify the cardholder in writing that their cardholder privileges have been suspended for a two month period.
- Inform the cardholder of the alternate methods they will have to use (pre-requisition, purchase authorization, etc.) during the suspension period.
- Provide a copy of the memo to the cardholder's supervisor.
- Suspend the cardholder's privileges. See How to Suspend Cardholder Privileges. Access is suspended immediately.
- Following the two month suspension, reinstate the cardholder's privileges. See How to Reinstate Cardholder Privileges.
- At the end of the two month period, contact the cardholder and their supervisor to inform them the card may be used.
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| 3 |
For a 3rd late submittal, follow these steps. |
- Notify the cardholder in writing that card privileges are being revoked for repeated failure to submit statements and that the card must be returned to the department/unit.
- Provide a copy of the notice to the cardholder's supervisor.
- Immediately revoke card privileges by canceling the card. See How to Revoke Pro-card Privileges.
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| What the pro-card administrator does: |
How to do it: |
| 1 |
Complete the process. |
- Notify the bank.
- Retain originals in Purchasing (Cardholder Account Form and letters or memos.)
- Review Bank information to ensure account is suspended or closed as requested.
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Last revised: July 23, 2007 (am)
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