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 and attach receipts once a week in Concur Pcard Module. For example, on Friday of each week, the cardholder will enter the chart strings and attach receipts 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.
Reminder: Pcard Exception forms must be completed BEFORE the purchase is made and attached to the expense as soon as the transaction is available in Concur. Please note, Pcard Exception forms will not be approved after the transaction has already taken place.
Reminder: Purchases over $500 require that vendor hold search be completed BEFORE the purchase is made and attached to the expense as soon as the transaction is available in Concur
More information found on the Purchasing Card Program Website
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
Statement periods - Can be submitted starting on the 6th of the month
| Accounting Period | Cycle Dates | Concur Submit Due Dates |
|---|---|---|
| February 2021 | 1/4/2021 to 2/3/2021 | By Wednesday, February 10, 2021 |
| March 2021 | 2/4/2021 to 3/3/2021 | By Wednesday, March 10, 2021 |
| April 2021 | 3/4/2021 to 4/3/2021 | By Monday, April 12, 2021 |
| May 2021 | 4/4/2021 to 5/3/2021 | By Monday, May 10, 2021 |
| June 2021 | 5/4/2021 to 6/3/2021 | By Thursday, June 10, 2021 |
| July 2021 | 6/4/2021 to 7/3/2021 | By Monday, July 12, 2021 |
| August 2021 | 7/4/2021 to 8/3/2021 | By Tuesday, August 10, 2021 |
| September 2021 | 8/4/2021 to 9/3/2021 | By Friday, September 10, 2021 |
| October 2021 | 9/4/2021 to 10/3/2021 | By Monday, October 11, 2021 |
| November 2021 | 10/4/2021 to 11/3/2021 | By Wednesday, November 10, 2021 |
| December 2021 | 11/4/2021 to 12/3/2021 | By Friday, December 10, 2021 |
| January 2022 | 12/4/2021 to 1/3/2022 | By Monday, January 10, 2021 |
Monthly Dates to Remember
JANUARY 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- January 6-11 – PCard Holder Statement Submittal
- February 11-13 – 1st Level Approver, Supervisor
- February 13-15 – 2nd Level Approver, DeptID Holder
- February 15-20 – 3rd Level Approver, as needed COA or Grants Office
FEBRUARY 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- February 6-10 – PCard Holder Statement Submittal
- February 11-13 – 1st Level Approver, Supervisor
- February 13-15 – 2nd Level Approver, DeptID Holder
- February 15-20 – 3rd Level Approver, as needed COA or Grants Office
MARCH 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- March 6-10 – PCard Holder Statement Submittal
- March 11-13 – 1st Level Approver, Supervisor
- March 13-15 – 2nd Level Approver, DeptID Holder
- March 15-20 – 3rd Level Approver, as needed COA or Grants Office
APRIL 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- April 6-12 – PCard Holder Statement Submittal
- April 12-13 – 1st Level Approver, Supervisor
- April 13-17 – 2nd Level Approver, DeptID Holder
- April 17-20 – 3rd Level Approver, as needed COA or Grants Office
MAY 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- May 6-10 – PCard Holder Statement Submittal
- May 10-14 – 1st Level Approver, Supervisor
- May 14-16 – 2nd Level Approver, DeptID Holder
- May 16-20 – 3rd Level Approver, as needed COA or Grants Office
JUNE 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- June 6-10 – PCard Holder Statement Submittal
- June 10-12 – 1st Level Approver, Supervisor
- June 12-14 – 2nd Level Approver, DeptID Holder
- June 14-20 – 3rd Level Approver, as needed COA or Grants Office
JULY 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- July 6-12 – PCard Holder Statement Submittal
- July 12-13 – 1st Level Approver, Supervisor
- July 13-17 – 2nd Level Approver, DeptID Holder
- July 17-20 – 3rd Level Approver, as needed COA or Grants Office
AUGUST 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- August 6-10 – PCard Holder Statement Submittal
- August 10-12 – 1st Level Approver, Supervisor
- August 12-16 – 2nd Level Approver, DeptID Holder
- August 16-20 – 3rd Level Approver, as needed COA or Grants Office
SEPTEMBER 2021 (Accelerated timeline due to Year End)
Statement Periods – 4th of Prior month through 3rd of Current month
- September 6-8 – PCard Holder Statement Submittal
- September 8-9 – 1st Level Approver, Supervisor
- September 10-13 – 2nd Level Approver, DeptID Holder
- September 13-15 – 3rd Level Approver, as needed COA or Grants Office
OCTOBER 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- October 6-11 – PCard Holder Statement Submittal
- October 11-14 – 1st Level Approver, Supervisor
- October 14-16 – 2nd Level Approver, DeptID Holder
- October 16-20 – 3rd Level Approver, as needed COA or Grants Office
NOVEMBER 2021
Statement Periods – 4th of Prior month through 3rd of Current month
- November 6-10 – PCard Holder Statement Submittal
- November 11-13 – 1st Level Approver, Supervisor
- November 13-15 – 2nd Level Approver, DeptID Holder
- November 15-20 – 3rd Level Approver, as needed COA or Grants Office
DECEMBER 2021 (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 10-12 – 1st Level Approver, Supervisor
- December 12-16 – 2nd Level Approver, DeptID Holder
- December 12-16 – 3rd Level Approver, as needed COA or Grants Office
- December 23 – Winter Break*Information is also available on the PCard Webpage