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How to Reconcile your Pro-card Statement
Summary: Follow the steps on this page to understand the process for matching receipts and reviewing pro-card purchases.
Pro-card activity may be reviewed at any time: Monthly Reports, by Division or Department, of Purchasing Activity.
On the 11th of each month, your statement will be available through Access Online unless the 11th falls on a holiday or weekend. Then it will be available the following business day. A statement will only be issued if there was any activity on your card during the previous month. Follow the same procedures with credits appearing on statements.
What the Cardholder does: |
How to do it: |
1 |
Reconcile the statement. |
- Print the pro-card statement.
- Compare the statement to your receipts to verify the receipt of goods and accuracy of the charges.
- Attach receipts and sign and date the statement. Your signature indicates that you received all goods and that the charges are accurate. Document all lost or missing receipts using the Receipt Affidavit: Lost/Missing Details.
- If a discrepancy occurs, contact the vendor. See How to Resolve Supplier Disputes.
- Forward statement and receipts to your Supervisor for review and signature within ten working days.
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What the Supervisor does: |
How to do it: |
1 |
Review and resolve issues with the statement. |
- Review receipts to confirm appropriateness of purchases.
- Question any purchases that are not within the restrictions placed on the card.
- Change restrictions if appropriate or seek restitution from the cardholder. See How to Change a Cardholder's Purchasing Limits.
- Sign and date statement, indicating all transactions were within the restrictions placed on the card.
- Forward statement to FAST/AP by the 10th day of the month following the statement issuance date.
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What FAST/AP does: |
How to do it: |
1 |
Process the statement. |
- Check statements and receipts to ensure each purchase listed on the statement is accompanied by an itemized receipt.
- Note incomplete documentation in shared database. See How to Handle Missing Receipts for Pro-card Purchases.
- Request a refund from the cardholder, return of goods or an exception to policy for purchases that are not within campus use guidelines.
- Run a delinquent statement report and if appropriate send notification to the division/unit.
- Review each receipt to determine if the appropriate sales tax was paid.
- Accrue taxes payable. See How to Accrue Correct Sales and Use Taxes for Pro-card Transactions.
- Complete review within one month of statement issue date.
- File and maintain documents in accordance with office of record responsibilities. See Office of Record Retention Standards as needed.
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What Purchasing does: |
How to do it: |
1 |
System-level review. |
- Perform random reviews for appropriateness of cards.
- Enter misuse info into Filemaker database.
- Review Filemaker database for purchasing misuses.
- Take appropriate disciplinary action, up to closing an account based on misuses and recurrence.
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Last revised: December 04, 2007 (am)
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