Credit Card Billing Cycles FY19

Below is the FY19 credit card billing cycle for P-Cards, Travel Cards, and CTS Cards. In addition, please remember to complete the following procedures each month:

Reallocate P-Card Charges

Cardholders should access their account online throughout the open cycle and for each transaction:

  • Reallocate the charge to the most appropriate accounting code.
  • Provide an explanation of why the item was purchased and how it will be used in the Comments box.
  • List any and all transactions that are fixed assets for inventory purposes in the Internal Audit box. Fixed assets are defined as any and all furniture, vehicles, equipment, desktop computers, laptops, all-in-one computers, tablets, servers, and other state property having a useful life expectancy of one year or greater and a valued cost of $500 or greater.

Depending on the number of monthly transactions, a cardholder may prefer to reallocate and add the required comments/information on a daily or weekly basis.

Reallocate CTS and Travel Card Charges

Cardholders should access their account online throughout the open cycle and for each transaction:

  • Reallocate the charge to the most appropriate accounting code.
  • Provide an explanation for the travel expense, the name of the travel, and the approved Travel Authorization Number in the Comments box.

Cardholder Activity and Transaction Detail Reports

The Cardholder Activity Report and supporting documentation for each transaction (including a copy of approved Travel Authorizations for CTS and Travel Card charges) must be forwarded to Procurement Services each month at the end of the billing cycle and no later than the deadline listed on the Credit Card Billing Cycle Timeline below. The Cardholder Activity Report must be signed by the cardholder, coordinator (if applicable), and designated approver verifying all transactions. In the absence of the approver, then the approver’s one-up supervisor may verify the transactions.

In addition, the Transaction Detail Report should be printed and attached to the Cardholder Activity Report so as to provide a copy of the transaction comments entered online. Alternatively, comments may be handwritten on the Cardholder Activity Report, according to the guidelines detailed above.

Reconciliation

Reconciliation is required. If a transaction has not been reconciled, Procurement Services will send out a notification of possible non-compliance. If requested documentation is not submitted to Procurement Services within the noted time frame, the P-Card will be suspended until such time as the documentation is submitted and has satisfied the requirement per the Compliance Process.

Billing CycleStatement is Available to Print by NoonLast Date to Reallocate ChargesDue to Procurement Services
June 16 - July 16July 17July 20July 27
July 16 - Aug. 15Aug. 16Aug. 21Aug. 28
Aug. 16 - Sept. 17Sept. 18Sept. 21Sept. 28
Sept. 18 - Oct. 15Oct. 16Oct. 19Oct. 26
Oct. 16 - Nov. 15Nov. 16Nov. 21Nov. 30
Nov. 16 - Dec. 17Dec. 18Dec. 21Jan. 10
Dec. 18 - Jan. 15Jan. 16Jan. 18Jan. 25
Jan. 16 - Feb. 15Feb. 16Feb. 21Feb. 28
Feb. 16 - March 15March 16March 21March 28
March 16 - April 15April 16April 19April 26
April 16- May 15May 16May 21May 28
May 16 - June 17June 18June 21June 28