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, 2025 Thursday, July 31, 2025
July 16 - August 15, 2025 Friday, August 29, 2025
August 16 - September 15, 2025 Tuesday, September 30, 2025
September 16 - October 15, 2025 Friday, October 31, 2025
October 16 - November 15, 2025 Wednesday,  November 26,  2025
November 16 - December 15, 2025 Tuesday, December 23, 2025
December 16 - January 15, 2026 Friday, January 30, 2026
January 16 - February 15, 2026 Friday, February 27, 2026
February 16 - March 15, 2026 Tuesday, March 31, 2026
March 16 - April 15, 2026 Thursday, April 30, 2026
April 16 - May 15, 2026 Friday, May 29, 2026
May 16 - June 15, 2026 Tuesday, June 30, 2026
June 16 - June 30, 2026 Wednesday, July 8, 2026

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.