1. PCard Approvers: How to Maintain Effective Processes While Approving
AN emsa financial Services training

2. EMSA Financial Services
35 departments
141 cardholders
transactions per month, 533 September 2016
65+ speedcharts - state, local, grant
Undergrad Admissions
Education Support Services (12)
AVP: Student Affairs
JacksCard Office
Campus Recreation
Scholarships & Financial Aid
Campus Health Services
Student Life
Central Ticket Office
Unions & Student Activities

3. How do we maintain “control”?
Concise documented procedures
Offer reconcilers regular trainings
Maintain regular & consistent communications
Support from upper administration – the VP down

4. Documentation Step-by-step How to Reconcile
Online, E-Learning module will be available spring 2017!

5. Regular Training Set expectations…
Offer (1-2) hour-long group trainings each semester - fall, spring, summer
Really emphasize the importance of …
timely reconciliations
completing descriptions, public purpose, uploading documentation, etc. (required by audit)
Set expectations…
weekly reconciliations, even when in travel status
documentation requirements & what to do if cardholder has “problems”

6. Communications
Send regular reminders the 15th & 30th* of the month
Offer reconciliation assistance WITH PRIOR NOTICE for vacations, leaves, illness, etc.
*If there is an early deadline, provide PLENTY of notice to your cardholders.

7. Enforcement
Notice of Violation: sent to the cardholder’s supervisor to forward to the cardholder.
must apply consistently & fairly every month
Other options…
does the negligent cardholder NEED a PCard?
limit “allowable” purchases – by type, dollar amount, etc.
complete more “technical” parts of the reconciliation for the cardholder

8. Questions??