Reconcile My Monthly UB Foundation (UBF) PCard Statement

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UBF American Express (Amex) cardholders are responsible for the monthly reconciliation of their card statements through Concur. 

Your PCard Paperwork

Cardholder establishes a secure PCard file to retain all original receipts and invoices to track all purchases and credits. Receipts and supporting documentation should be attached to your Concur reporrt. Please white out your credit card number on your statement and attach to your Concur report.

Payment Processing

  1. The bank sends payments for all transactions processed with a Procurement Card directly to suppliers within 2-3 business days.
  2. UBF subsequently makes a single monthly payment to the bank.
  3. Cardholders complete the reconciliation through Concur.

Failure to reconcile monthly charges within requested time frame could result in suspension or termination of card privileges.

All cards are on a 30-day billing cycle, approximately from the 29th of the month through the 28th of the following month. Late submissions can result in suspension or cancellation of PCard privileges. The approved Concur report should be submitted by the 25th of the month following the statement. All cardholders must adhere to the campus program guidelines, policies and procedures if UBF's program is to retain in good standing.

Monthly Account Reconciliation Timeline

  1. On or about the 1st of each month, Amex sends an email to each cardholder. The statement will detail all charges made during the previous billing cycle. Cardholder should review statement promptly for accuracy. Please white out credit card number.
  2. UBF immediately pays Amex on behalf of all cardholders. Do NOT send payment directly to Amex.
  3. Cardholders complete a Concur report and submit to UBF by the 15th of the month.
  4. UBF processes the Concur report.
  5. If there were no purchases during the month, no action is required on behalf of the cardholder.

The Account Signatory is responsible for ensuring that funds are available to cover the expenditures.

UBF PCard Monthly Summary Procedure

  1. At the end of the month, American Express will email a copy of your credit card statement.
  2. Upon receipt of your PCard, a monthly reconciliation form will be emailed to you. You will use this form each month to reconcile your PCard statement.
  3. Review your card statement for accuracy and compare it to receipts and invoices.
  4. Take action to resolve issues with suppliers as soon as possible or contact AMEX to dispute items within 60 days of purchase date. Ensure the credit or resolution has occurred.
  5. Complete an expense report in Concur.
  6. List each charge or credit and include a brief description of each charge or credit.
  7. Provide a business purpose for each transaction in the comment section.
  8. If you would like to charge a different UBF account other than your default account, enter the UBF account number you would like charged on the allocation screen.
  9. Attach all receipts, invoices., supporting documentation, and the American Express statement.
  10. Submit the report. The report should be approved by your supervisor and cost approvers.

Please Note: If the card holder has an out of town travel report and would like to be reimbursed for out-of-pocket expenses, a Concur report may be completed prior to the end of the month.

Before You Send in Your Summary

Have you:

- Attached a receipt or invoice for each transaction as required for audit purposes?
- Contacted suppliers who have charged sales tax to request a credit?
- Submitted your reimbursement check to pay for unallowable charges?
- Has the authorized signatory signed and dated the monthly reconciliation form?

Contact an Expert

Stephanie (Stevie) Ruffino.

Stephanie (Stevie) Ruffino

Senior Accounts Payable Associate

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

Related Forms, Guidelines and Links

Guidelines