Transaction Reconciliation / Verification
Overview
Reconciling (verifying) travel card transactions is essential to ensure compliance with all federal, state, local, system, and university guidelines. Transaction verification must also happen by the communicated deadline so Bank of America can be paid in a timely fashion.
Deadlines
|
Billing Cycle Dates |
Due Date to Submit Expense Report |
| July 1 - July 15, 2024 | Wednesday, July 31, 2024 |
| July 16 - August 15, 2024 | Friday, August 30, 2024 |
| August 16 - September 15, 2024 | Monday, September 30, 2024 |
| September 16 - October 15, 2024 | Thursday, October 31, 2024 |
| October 16 - November 15, 2024 | Friday, November 29, 2024 |
| November 16 - December 15, 2024 | Monday, December 23, 2024 (winter break, subject to change) |
| December 16 - January 15, 2025 | Friday, January 31, 2025 |
| January 16 - February 15, 2025 | Friday, February 28, 2025 |
| February 16 - March 15, 2025 | Monday, March 31, 2025 |
| March 16 - April 15, 2025 | Wednesday, April 30, 2025 |
| April 16 - May 15, 2025 | Friday, May 30, 2025 |
| May 16 - June 15, 2025 | Monday, June 30, 2025 |
| June 16 - June 30, 2025 | Friday, July 6, 2025 (year-end, subject to change) |
Process
All expense card transactions (travel card transactions) must be attached to an expense report and submitted for review by the last working day of the month in which the billing cycle ends (unless otherwise communicated by the Travel Office). All cardholders are responsible for ensuring the reconciliation/verification of their travel card transactions.
Administrative Cardholders
Administrative cardholders are responsible for ensuring transactions on their travel card are reassigned to the appropriate traveler, have been attached to an expense report, and that the expense report has been created and submitted for the traveler.
Traveler Cardholders
Traveler cardholders are responsible for ensuring transactions on their travel card have been attached to an expense report and that expense report has been created and submitted.
Consequences
Failure to reconcile transactions by the established deadline is considered misuse and noncompliance.