Certify and Reconcile My Monthly State PCard Statement

1. The bank sends payments for all Pcard transactions directly to suppliers within 2-3 business days.
2. UB makes a single monthly payment to the bank.
3. Cardholders complete a monthly reconciliation of charges.

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

1. On or about the 6th of each month, the cardholder receives an email notification from JP Morgan Chase (JPMC). This notification alerts the cardholder that a statement is available.

2. The cardholder must print and review the JPMC statement for accuracy.

3. The cardholder must reconcile each transaction with the Summary Log and the supplier receipts and, or invoices. The cardholder must list the business purpose of each transaction on the Summary Log.

4. Complete this verification within five (5) business days of the email notification from JP Morgan Chase

5. After completing the reconciliation between the Chase Statement and receipts, a certification of the charges must be completed through the SUNY Employees Services Web Portal.

6. An email notification will be sent to all cardholders from the UB program administrator when activity is available for certification.

7. Once the SUNY web portal certification has been completed a copy of the following documents must be placed in the cardholder's UB Box folder:

1. SUNY certification printout
2. Monthly Summary Log
3. Statement
4. Supporting Documetation for each charge. 

8. The SUNY portal certification must be completed within 2 weeks of date of the email notification from the program administrator.

Your monthly review should include the following:

• Save receipts along with Monthly Transaction Summary Log, PCard Order Form or acceptable alternative.
  
• If multiple receipts are issued for one transaction, all associated receipts should be saved and filed with the corresponding log. The original transaction total should equal the cumulative total contained on the invoices.
•  Any charges for sales tax are identified as a credit pending.
• Credits appear on the JPMC statement for any returns. If a charge appears on your JPMC statement for an item ordered, but not received, contact the supplier to resolve the matter. Suppliers should not submit charges to JPMC until the goods have been shipped. If you cannot resolve the matter with the supplier, follow the process for disputes within 60 days.
• Any unauthorized transactions should be reported to JPMC for dispute.
• Account reconciliation and certification of charges will take place electronically via your computer on a monthly basis.

1. View the 10-minute eLearning course called State Procurement Card Web Reconciliation.
2. Follow the step-by-step instructions in the reconciliation Quick Guide.
3. You will need your UBITName and password to sign onto http://www.suny.edu. It may be necessary to configure your access. Refer to step 3 of the Quick Guide. 
4. When finished, print the certification page, sign and date, and obtain approver signature.
   
5. Retain the signed certification with log or order forms and all backup documentation. Retain all paperwork for 7 years..

Assigned departmental personnel (preferably a supervisor) must complete a monthly review and approval of all cardholder transactions. Unless otherwise specified, this task is assigned to the supervisor listed on the cardholder authorization form. Complete the review and approval one of two ways:

1. The reviewer will sign the hard copy of the monthly statement printed by the cardholder or
2.  The reviewer will print and sign separate statements retrieved from the JPMC Payment website.

Designated reviewers can be assigned read-only access to JPMC website. In accordance with the Internal Control Responsibilities of state Agencies  all transactions must be reviewed and approved for proper expenditure.

If the reviewer does not agree with the monthly statement, the reviewer requests document verification and the reason for any discrepancy from the cardholder.

Supervisors must inform the Program Administrator of any transfer or termination of a cardholder or the transfer or termination of the designated reviewer.

All original documentation must be retained by the department for a minimum period of six (6) years plus the current year.