Coming Soon - Enhancement to the Unexpensed Credit Card Transactions - Yale report

Summary

• Notifying individual Yale purchasing card (PCard) holders who are delinquent for 90 days or more in submitting their expense reports is currently a manual process.
• Effective Monday, March 18, Yale will automate purchasing card suspension notifications through Workday and send these as email notices when the expenses cross specific time periods.
• The Unexpensed Credit Card Transactions – Yale report will be enhanced to give users more visibility into the aging period of unprocessed credit card transactions.

Details

What’s new

PCard holders who have unprocessed expense transactions will face suspension unless an expense report is submitted for these expenses within 90 days from the expense occurrence date. These unprocessed transactions violate Policy 3215 Yale Purchasing Card and the Yale University Purchasing Cardholder Agreement. To encourage the timely submission of expense reports, we have clarified the process around actions needed, notification content, and frequency of notifications. Please select the links below to familiarize yourself with the new and revised notifications, and the recipients of each message.

• 30-Day Reminder Notification - New
• 45-Day 1st Suspension Notification Warning - Revised
• 60-Day 2nd Suspension Notification Warning - New
• 75-Day 3rd Suspension Notification Warning - New
• 90-Day Suspension Notification – New
• Note: PCard suspension will now occur 90 days from the expense occurrence date.
• PCard Suspension In Place Notification – Revised

To view your unprocessed expenses, visit Workday and navigate to the Expenses app.

Enhancement to the Unexpensed Credit Card Transactions – Yale report

Department business offices for PCard holders who receive suspension notifications have the capability today to run the Unexpensed Credit Card Transactions – Yale report in Workday for additional insights into their unprocessed credit card transactions. An exciting new feature of this report will include an aging bucket filter, designed to enhance visibility into the specific aging period of unprocessed transactions.

Benefits

Enhancing PCard Suspension Notifications has many benefits, some of which are:

• Improve PCard expense report submission timeliness and decrease PCard suspensions over time.
• Improve adherence to policies and procedures by increasing control and compliance of PCard usage.
• Increase transparency by alerting Lead Administrators and Business Managers of delinquent cardholders.
• Standardized/simplified process.

Community Engagement

Engaging the business community for their recommendations is vital to the mission of the University. The project team worked closely with business offices across Yale to incorporate their input and feedback into this enhancement. The project team thanks these individuals who devoted their time to providing input, guidance, and invaluable feedback to this project.

Next steps

Per Policy 3215 Yale Purchasing Card, individuals are expected to prepare and submit expense reports, with supporting documentation, within thirty (30) days from the date the expense is incurred. If you have expense reports that are greater than 30 days, including those in drafts, please submit them before Monday, March 18.

Note: If there are extenuating circumstances causing a delay in processing your PCard transactions, please request assistance from your business office and/or support staff. If you receive a 90-day Suspension Notification on Monday, March 18, or shortly after, the PCard Office will work with your business office to determine the next course of action.

Questions?

If you have any questions/concerns or need assistance, please contact the Purchasing Card Office at purchasing.card@yale.edu.

We are here to support you in navigating these changes to ensure a smooth transition. Thank you for your continued efforts to support the critical missions of the University.