Monthly P-Card Statements

At the end of each bi-weekly billing cycle on the 6th and the 20th on the month, Pcard transactions will be uploaded into MAPS . Custodians will receive email notification that Pcard transactions that appear on their statements were loaded in MAPS. Custodians must go on MAPS within 5 business days of the bi-weekly statement dates (6th and 20th) and review and verify Pcard expenses for that period. The card custodian shall check each transaction listed on the department’s Card Ordering Log (See Form) to verify accuracy of the expenses and are encouraged to scan receipts and attach them in MAPS. On a bi-weekly basis the Pcard Approvers shall approve Pcard transactions in MAPS that was verified by the Card Custodian. If there is no activity for that period no charges will be loaded and no statement will be received.

Approved monthly statements, receipts, appropriate logs and documents shall be retained in the department or attached in MAPS to be readily available for audit purposes and to document adherence to the purchasing card policy and procedures.

The custodian is responsible for reconciling Pcard charges and credits to those posted on the Financial Web Reports under account code 53201(credit card purchases). Transactions can be viewed on-line using the financial web reports. Discrepancies should be reported immediately to the office of Finance and Business Services (609) 771-2496.

It is the responsibility of the card custodian to ensure that credit card commitments do not exceed the department’s available budget.

 

Click here to view the Pcard Reconciliation Training Guide

 

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