9. Approving Reports
In addition to verifying that required information is included,
Approvers have nine (9) calendar days to approve the report in Concur once it has been submitted by the cardholder or proxy/delegate. An approver must check the following items before approving a payment card transaction reports:
- That the expense complies with all university policy and procedure
- That the business purpose supports the expense as necessary, reasonable and appropriate, and adequately describes the reason for the purchase
- That an itemized receipt is attached and that the details of the receipt match what is being charged
- That all necessary supporting documentation is attached to substantiate the transaction (see Section 8 for more info on substantiating/documenting a transaction)
- That the cost center being charged allows the expense
- That the object code charged is correct for the type of expense
If the approver discovers a policy or procedure violation on the payment card at the time of review (listed in Section 10), they are required to report this to the CFAO and document the violation on the transaction in Concur and report it to financecustomercare@ohio.edu. This information will be logged with the cardholder record for audit purposes by the Pcard Administrator. Information to send to Finance Customer Care includes:
- Name of cardholder
- Vendor for exception transaction
- Date of Transaction
- Amount
- Violation or exception circumstance description
If the CFAO discovers a policy or procedure violation on the payment card at any time, they must ensure that the approver reported this instance to Finance Customer Care. If that did not occur the CFAO should document such exception by reporting it to financecustomercare@ohio.edu (this is only necessary if the approver did not complete this step). This information will be logged with the cardholder record for audit purposes by the Pcard Administrator. Information to send to Finance Customer Care includes:
- Name of cardholder
- Vendor for exception transaction
- Date of Transaction
- Amount
- Violation description