Corporate Card & Procurement Card Notifications & Reports

Types of Reports & Notifications

• Clean Up Reports
  • Clean Up Report Guidance
• Unsettled Corporate Card Expenses and Personal Amounts Due Report
• Outstanding Corporate Card Expense Notifications
• Pending PCard Transactions Notifications

Clean Up Reports

• Distributed monthly to fiscal officers and administrators.
• Summarizes pending transactions in OnBase Unity Client, iExpense, and PCard System.
• Clean Up Report Guidance provides an overview of each tab within the report workbook and next steps for moving transactions forward.

Unsettled Corporate Card Expenses and Personal Amounts Due Report

• Distributed monthly to fiscal officers and divisional/school contacts.
• Distributed after the 3rd business day of the month.
• Provides an aging, as of the prior month end date, of Corporate Card purchases that have not been submitted on an expense report and amounts for personal use of the corporate card. that must be reimbursed to Dartmouth.

Outstanding Corporate Card Expense Notifications

• Distributed monthly to the Cardholder and escalated to fiscal officers and department administrators for purchased that have not been submitted on an expense report which are more than 90 and 120 days old.
• Distributed after the 3rd business day of the month.
• Notifies cardholders of outstanding corporate card expenses that are pending more than 30, 60, 90, and 120 days.

Pending PCard Transactions Notifications

• Distributed weekly to cardholders, fiscal officers, and administrators.
• Expanded distribution list is directed by the Fiscal Officer.
• A summary of charges requiring submission on the PCard eForm before the sweep date.

Clean Up Report Guidance

This summary attempts to clarify what each of the tabs of the Clean Up reports represent, along with the expected next steps that need to be taken. The purpose of this report is to allow departments to focus on aging transactions that may have been missed or need further action.

Payables Advance

• Shows cash advances that have not been reconciled. 
• Next Steps: If after the anticipated reconcile date. Payables Advance recipients need to submit Payment Request eForm to reconcile payable advance. 
  • Or if funds are due back to Dartmouth, reimbursement needs to be taken care of. 

AP Pending Approvals

• Shows eForm that needs to be approved for payment. 
• Next Steps: Approver needs to review and approve for payment. 

AP Pending Submissions

• Shows eForms pending submission for payment. 
• Next Steps: Submitter needs to review, complete required fields, and self-approve or route for approval.

iExpense Pending Submission

• Shows eForms that have been started but not submitted. 
• Next Steps: Submitter needs to finish filling out eForm and submit or cancel if no longer needed. 

AP Additional Information

• Shows pending AP payments that require additional information before they can be processed. 
• Next Steps: 
  • If rejected by approver- submitter needs to provide requested information and reprocess for approvals. 
  • If returned by the Finance Center, the submitter needs to provide requested information and return to Finance Center. 

PCard Pending Admin Completion

• Shows eForms pending review by PCard Admin. 
• Next Steps: PCard Admin needs to review and approve for Finance Center.
  • Note: these eForms cannot be accessed by email notification. The admin needs to be in Unity Client to process eForm

PCard Pending Submission

• Shows eForms that have been started but not submitted. 
• Next Steps: Submitter needs to finish filling out eForm and submit or cancel if no longer needed. 

PCard Additional Information

• Shows eForms sent back to the submitter for additional information. 
• Next Steps: Submitter needs to provide additional information and return to the Finance Center.

Purchase Request Pending Submissions

• Shows eForms that have been started but not submitted. 
• Next Steps: Submitter needs to finish filling out eForm and submit or cancel if no longer needed.

Purchase Request Pending Approval

• Shows eForm needs to be approved for Purchase Order requisition to be created.  
• Next Steps: Approver needs to review and approve. 

Purchase Request Additional Inf

• Shows eForms sent back to the submitter for additional information. 
• Next Steps: 
  • If rejected by approver- submitter needs to provide requested information and reprocess for approvals. 
  • If returned by the Finance Center, the submitter needs to provide requested information and return to Finance Center. 

iExpense Additional Information

• Shows eForms sent back to the submitter for additional information. 
• Next Steps: Submitter needs to provide the information requested and return to Finance Center. 

iExpense Unsettled Updated

• Shows unsettled Corp Card Transactions in Oracle iExpense
• Next Steps: Expense report needs to be created and submitted for approval.

PCard Posted Unapproved

• Shows Pcard charges that were not approved in the Oracle Pcard system on or before the swept date.
• Next Steps: eForm for transaction needs to be submitted even if the transaction has level III detail or is less than $75.00, along with the business purpose.  
  • Work with your Finance Center for ex-employee activity.

PCard Unposted Unapproved

• Shows Pending Transactions in Oracle Pcard that require approval and record on file before the sweep date.  Eform and receipt need to be submitted in accordance with policy.
• Next Steps: PCard eForm and receipt need to be submitted in accordance with policy.

GEN – Additional Information

• Shows eForms sent back to the submitter for additional information.  
• Next Steps: Submitter needs to provide the information requested and return to Finance Center.