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Purchasing Card Dates

Monthly Data Entry Deadlines

At the conclusion of each billing cycle, all transactions recorded in Concur Pcard Module should have a “Business Purpose”, be allocated and have receipts attached.

The timeliness of your Purchasing Card data entry impacts the deadlines of many aspects of the financial reporting process from grants and budgeting, to processing the Citibank Payment. Cardholders will be expected to enter the chart of account strings once a week in Concur Pcard Module.
For example, on Friday of each week, the cardholder will enter the chart strings for any transactions that have posted up to that point in Concur Pcard Module. Reconciling and completing the reports will still be due no later than the 10th of each month or the following business day. Failure to comply with these guidelines may result in disciplinary action and/or the loss of your Purchasing Card.

Accounting Period Cycle Dates GCMS Entry Due Dates
September 2019 8/4/2019 to 9/3/2019 Tuesday, September 10, 2019
October 2019 9/4/2019 to 10/3/2019 Thursday, October 10, 2019
November 2019 10/4/2019 to 11/3/2019 Monday, November 11, 2019
December 2019 11/4/2019 to 12/3/2019 Tuesday, December 10, 2019
January 2020 12/4/2019 to 1/3/2020 Friday, January 10, 2020
February 2020 1/4/2020 to 2/3/2020 Monday, February 10, 2020
March 2020 2/4/2020 to 3/3/2020 Tuesday, March 10, 2020
April 2020 3/4/2020 to 4/3/2020 Friday,April 10, 2020
May 2020 4/4/2020 to 5/3/2020 Monday, May 11, 2020
June 2020 5/4/2020 to 6/3/2020 Wednesday, June 10, 2020
July 2020 6/4/2020 to 7/3/2020 Friday, July 10, 2020
August 2020 7/4/2020 to 8/3/2020 Monday, August 10, 2020

Concur PCard Standard Processing Timeline

The following is a schedule of required activities and respective deadlines for processing Concur PCard Transactions.

  • Statement Periods – 4th of Prior month through 3rd of Current month
    • Transactions post throughout the month and can be reconciled prior to the end of the Statement period
    • Concur Process Restriction: PCard Holders cannot submit Statement Reports until after the 3rd Business Day of new period (6th). This is to allow any orphan charges to post.
  • Pcard Holders Statement Submittal with Receipts – 10th of the Month or following business day
  • Approvers (All levels completed by) – 20th of the Month or following business day (with the exception of December)
    • 1st Level (formerly Reconciler) – 3 Business Days
    • 2nd Level (DeptID Holder) – 3 Business Days
    • 3rd Level (COA/Grants Office) as needed – 3 Business Days
  • PCard Team to complete transactional review/audit – 20th – 26th of the Month
    • PCard Journal Creation – 26th of the Month or following business day
    • PCard Statement Payment Due to Citibank – 27th of the Month or following business day

Monthly Dates to Remember

JANUARY 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • January 6-10 – Pcard Holder Statement Submittal
  • January 10-13 – 1st Level Approver, Supervisor
  • January 13-15 – 2nd Level Approver, DeptID Holder
  • January 15-20 – 3rd Level Approver, as needed COA or Grants Office

FEBRUARY 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • February 6-11 – PCard Holder Statement Submittal
  • February 11-13 – 1 st Level Approver, Supervisor
  • February 13-17 – 2 nd Level Approver, DeptID Holder
  • February 17-20 – 3 rd Level Approver, as needed COA or Grants Office

MARCH 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • March 6-11 – PCard Holder Statement Submittal
  • March 11-13 – 1 st Level Approver, Supervisor
  • March 13-16 – 2 nd Level Approver, DeptID Holder
  • March 16-20 – 3 rd Level Approver, as needed COA or Grants Office

APRIL 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • April 6-10 – PCard Holder Statement Submittal
  • April 10-13 – 1 st Level Approver, Supervisor
  • April 13-16 – 2 nd Level Approver, DeptID Holder
  • April 16-20 – 3 rd Level Approver, as needed COA or Grants Office

MAY 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • May 6-11 – PCard Holder Statement Submittal
  • May 11-14 – 1 st Level Approver, Supervisor
  • May 14-18 – 2 nd Level Approver, DeptID Holder
  • May 18-20 – 3 rd Level Approver, as needed COA or Grants Office

JUNE 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • June 6-10 – PCard Holder Statement Submittal
  • June 10-12 – 1 st Level Approver, Supervisor
  • June 12-15 – 2 nd Level Approver, DeptID Holder
  • June 15-20 – 3 rd Level Approver, as needed COA or Grants Office

JULY 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • July 6-10 – PCard Holder Statement Submittal
  • July 10-13 – 1 st Level Approver, Supervisor
  • July 13-16 – 2 nd Level Approver, DeptID Holder
  • July 16-20 – 3 rd Level Approver, as needed COA or Grants Office

AUGUST 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • August 6-12 – PCard Holder Statement Submittal
  • August 12-14 – 1 st Level Approver, Supervisor
  • August 14-17 – 2 nd Level Approver, DeptID Holder
  • August 17-20 – 3 rd Level Approver, as needed COA or Grants Office

SEPTEMBER 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • September 6-10 – PCard Holder Statement Submittal
  • September 10-14 – 1 st Level Approver, Supervisor
  • September 14-17 – 2 nd Level Approver, DeptID Holder
  • September 17-20 – 3 rd Level Approver, as needed COA or Grants Office

OCTOBER 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • October 6-9 – PCard Holder Statement Submittal
  • October 9-14 – 1 st Level Approver, Supervisor
  • October 14-16 – 2 nd Level Approver, DeptID Holder
  • October 16-20 – 3 rd Level Approver, as needed COA or Grants Office

NOVEMBER 2020

Statement Periods – 4th of Prior month through 3rd of Current month

  • November 6-10 – PCard Holder Statement Submittal
  • November 10-13 – 1 st Level Approver, Supervisor
  • November 13-17 – 2 nd Level Approver, DeptID Holder
  • November 17-20 – 3 rd Level Approver, as needed COA or Grants Office

DECEMBER 2020

(Accelerated timeline due to Winter Break) Statement Periods – 4th of Prior month through 3rd of Current month

  • December 6-10 – PCard Holder Statement Submittal
  • December 10-14 – 1 st Level Approver, Supervisor
  • December 14-16 – 2 nd Level Approver, DeptID Holder
  • December 14-16 – 3 rd Level Approver, as needed COA or Grants Office
  • December 23 – Winter Break