As the academic year is coming to a close and we are nearing the end of the fiscal year, please take a minute to read the following reminders of year-end procedures as they pertain to the Procard statement reports for your employees and/or departments.
Transaction Timing
- Since the Procard statement periods end on the 25th of each month, the Procard year-end is actually June 25th.
- To ensure that a Procard purchase is recorded in Fiscal 2025, the transaction must be posted on the June Concur Statement Report 05/26 – 06/25.
- Due to normal delays in posting from Chase to Concur, a Procard purchase made on or after June 21st will likely be posted on the JULY Procard Statement Report and consequently into Fiscal 2026.
- If you intend to have Procard purchases post in Fiscal 2025 (primarily this pertains to unrestricted funds), these transactions need to be made before June 20th.
Statement Report Submission and Approval
- It is extremely important that ALL outstanding Procard Statement Reports are approved before we close the fiscal year.
- Procard activity is posted to Banner/GLez only after the reports are submitted and approved. Until then, they remain in a clearing account and are not properly applied against the applicable research, discretionary, or administrative account.
- The last date to approve reports to ensure they are recorded in Fiscal 2025 is Thursday, July 3rd.
Process for Unsubmitted/Unapproved Reports
- If any statements fail to be submitted AND/OR approved by fiscal year close, all transactions will be assigned to the cardholder's default FOP and the Supplies Expense Type/Account (72001). When these reports are eventually submitted, no allocations to other FOAPALs (including Expense Type) should be made.
- Please note we are unable to move Procard transactions posted after the fiscal year close back into Fiscal 2025 (the "old" year). If you need Procard purchases to be posted in Fiscal 2025, please review your current budget and purchasing needs and plan accordingly.
- While restricted account (e.g., research or discretionary) balances roll over into the new fiscal year, it is always best to have transactions posted in the proper period.
If you have questions or if you would like to request a list of cardholders under your approval or in your department, please send a request including your Name, Department, and any Org Codes to be included to procard@nd.edu and we will get this to you as quickly as possible.