FY25 Wisconsin State PCard Reconciliation Calendar.xlsx
XLSX spreadsheet 70 KB Posted
- Contract number
- 505ENT-M21-PURCHASCARD-01
- Issued by
- Wisconsin
About this file
This document is a comprehensive FY2025 Wisconsin State Procurement Card (PCard) Reconciliation Calendar issued by the State Bureau of Procurement (SBOP) in partnership with the State Controller's Office (SCO) within the Wisconsin Department of Administration (DOA). The calendar covers the period from July 2024 through June 2025 (FY25) and outlines billing cycles, approval dates, and reconciliation processes for state employees using procurement cards. The system involves various stakeholders including cardholders, agency PCard reconcilers, agency PCard approvers, agency PCard administrators, accounts payable processors, state maintainers, US Bank as the card issuer, and the State Controller's Office for final payment processing.
The document establishes a bi-weekly billing cycle system with 26 billing periods throughout FY25, with specific dates for transaction reconciliation, approval deadlines, voucher corrections, and bank payments. Key operational parameters include Wednesday as the first day to reconcile transactions in PeopleSoft, Thursday at 5:00 PM as the force approval deadline for agency transactions, Tuesday as the final day to correct voucher processing errors, and Thursday as the scheduled bank payment date. The calendar identifies June 20, 2025 as the last day to make purchases in FY25. The system incorporates automated processes through PeopleSoft for transaction staging, budget validation, voucher building, and payment processing, with built-in error correction periods and escalation procedures to ensure timely payment to US Bank while maintaining proper fiscal controls and documentation requirements.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 2 Participating Addendum - State of Wisconsin U.S. Bank.pdf | ||
| PURCHASING CARD MANUAL 2024 Rev.1.docx | DOCX document | |
| HOW TO REQUEST AN EXCEPTION 8.22.23.docx | DOCX document | |
| 7 NASPO Political Subdivision PCard Addendum-1.doc | DOC document | |
| 3 Master Agreement - NASPO Commercial Cards Contract 00719.pdf | ||
| DOA-3584PurchasingCardApplicationandUseAgreement.docx | DOCX document | |
| FY26 PCard Calendar.xlsx | XLSX spreadsheet |
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CALENDAR TEXT
| FY2025 STATE PCARD BILLING CYCLE AND APPROVAL DATES | |||||||||||||||||||||
| SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT |
| JULY 2024 | 1 | 2 | 3 | 4 | 5 | 6 | AUGUST 2024 | 1 | 2 | 3 | SEPTEMBER 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | |||||||||||||||
| 7 | 8 | 9 | 10 | 11 | 12 | 13 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||||
| 14 | 15 | 16 | 17 | 18 | 19 | 20 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | ||||||||||||||
| 21 | 22 | 23 | 24 | 25 | 26 | 27 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||||
| 28 | 29 | 30 | 31 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 | |||||||||||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start |
| OCTOBER 2024 | 1 | 2 | 3 | 4 | 5 | NOVEMBER 2024 | 1 | 2 | DECEMBER 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||||
| 1st Day to Reconcile | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | ||||||||||||||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | ||||||||||||||
| 27 | 28 | 29 | 30 | 31 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 29 | 30 | 31 | |||||||||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | Voucher Corrections |
| JANUARY 2025 | 1 | 2 | 3 | 4 | FEBRUARY 2025 | 1 | MARCH 2025 | 1 | |||||||||||||||
| Bank Payment | Billing Cycle End | Billing Cycle Start | Billing Cycle Start | Billing Cycle Start | |||||||||||||||||||
| 5 | 6 | 7 | 8 | 9 | 10 | 11 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | ||||||||||||||||||
| 12 | 13 | 14 | 15 | 16 | 17 | 18 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||
| 19 | 20 | 21 | 22 | 23 | 24 | 25 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | ||||||||||||||||||
| 26 | 27 | 28 | 29 | 30 | 31 | 23 | 24 | 25 | 26 | 27 | 28 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | |||||
| Voucher Corrections | Bank Payment | Billing Cycle End | Voucher Corrections | Bank Payment | Billing Cycle End | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||
| 30 | 31 |
| APRIL 2025 | 1 | 2 | 3 | 4 | 5 | MAY 2025 | 1 | 2 | 3 | JUNE 2025 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | ||||||
| 1st Day to Reconcile | Force Approval | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | |||||||||||||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | ||||||||||||||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20* | 21 | |||
| 1st Day to Reconcile | Force Approval | 1st Day to Reconcile | Force Approval | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | ||||||||||||||||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | Voucher Corrections | Bank Payment | Billing Cycle End | Billing Cycle Start | 1st Day to Reconcile | Force Approval | ||||||||||||||
| 27 | 28 | 29 | 30 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 | |||||||||||
| 1st Day to Reconcile | 1st Day to Reconcile | Force Approval |
| First Day to Reconcile and Approve PCard Transactions | ||
| -WEDNESDAY- | Last day to Reconcile and Approve pCard Transactions |
-FORCE APPROVAL-
-THURSDAY- Last day to Correct Voucher Processing Errors
-TUESDAY-
First Day Transactions are available for reconciliation and approval in PeopleSoft. PLEASE NOTE: Transactions that are first available on this day are NOT included in Force approval the following day, but are included in the force approval 15 days later. Reconcilers, Approvers and Agency Adminstrators have until 5:00 PM on the Thursday after the Billing Cycle End Date to Approve PCard Transactions. State PCard Maintainer approves any remaining transactions starting at 6:00PM. Approved PCard Transactions are Built into Vouchers starting at 7:00 PM. Last Day for Agency PCard Administrators and A/P Processors to Correct PCard Voucher Pre-Edit, Recycle, and Budget Check Errors.
BILLING CYCLE START DATE BILLING CYCLE END DATE SCHEDULED BANK PAYMENT Legal Holiday ** FY25 LAST DAY TO PURCHASE
*Please Note that June 20 is the last day in the last billing cycle for FY2025.
CALENDAR SHAPES
| FY2025 STATE PCARD BILLING CYCLE AND APPROVAL DATES | |||||||||||||||||||||
| SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT |
| JUL 2024 | 1 | 2 | 3 | 4 | 5 | 6 | AUG 2024 | 1 | 2 | 3 | Sep 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||
| 7 | 8 | 9 | 10 | 11 | 12 | 13 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 14 | 15 | 16 | 17 | 18 | 19 | 20 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| 21 | 22 | 23 | 24 | 25 | 26 | 27 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 28 | 29 | 30 | 31 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 |
| OCT 2024 | 1 | 2 | 3 | 4 | 5 | NOV 2024 | 1 | 2 | DEC 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 27 | 28 | 29 | 30 | 31 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 29 | 30 | 31 |
| JAN 2025 | 1 | 2 | 3 | 4 | FEB 2025 | 1 | MAR 2025 | 1 | |||||||||||||||
| 5 | 6 | 7 | 8 | 9 | 10 | 11 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | |||
| 12 | 13 | 14 | 15 | 16 | 17 | 18 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | |||
| 19 | 20 | 21 | 22 | 23 | 24 | 25 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | |||
| 26 | 27 | 28 | 29 | 30 | 31 | 23 | 24 | 25 | 26 | 27 | 28 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | |||||
| 30 | 31 |
| APR 2025 | 1 | 2 | 3 | 4 | 5 | MAY 2025 | 1 | 2 | 3 | JUN 2025 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | ||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20* | 21 | |||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 27 | 28 | 29 | 30 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 |
| First Day to Reconcile and Approve PCard Transactions | ||
| -WEDNESDAY- | Last day to Reconcile and Approve pCard Transactions |
-FORCE APPROVAL-
-THURSDAY- Last day to Correct Voucher Processing Errors
-TUESDAY-
First Day Transactions are available for reconciliation and approval in PeopleSoft. PLEASE NOTE: Transactions that are first available on this day are NOT included in Force approval the following day, but are included in the force approval 15 days later. Reconcilers, Approvers and Agency Adminstrators have until 5:00 PM on the Thursday after the Billing Cycle End Date to Approve PCard Transactions. State PCard Maintainer approves any remaining transactions starting at 6:00PM. Approved PCard Transactions are Built into Vouchers starting at 7:00 PM. Last Day for Agency PCard Administrators and A/P Processors to Correct PCard Voucher Pre-Edit, Recycle, and Budget Check Errors.
BILLING CYCLE START DATE BILLING CYCLE END DATE SCHEDULED BANK PAYMENT LEGAL HOLIDAY** FY25 LAST DAY TO PURCHASE
*Please Note that June 20 is the last day in the last billing cycle for FY2025.
**The State Provides nine legal holidays with pay: New Years Day (January 1), Martin Luther King Jr. Day (Third Monday in January), Memorial Day (Last Monday in May), Independence Day (July 4), Labor Day (First Monday in September) Thanksgiving(Fourth Thursday in November) Christmas Eve (December 24) Christmas Day (December 25) New Year Eve Day(December 31) Issued by: State Bureau Of Procurement (SBOP) in partnership with the State Controller's Office (SCO), in the WI Department Of Administration (DOA)
CALENDAR COLORS
| FY2025 STATE PCARD BILLING CYCLE AND APPROVAL DATES | |||||||||||||||||||||
| SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT | SUN | MON | TUE | WED | THU | FRI | SAT |
| JUL 2024 | 1 | 2 | 3 | 4 | 5 | 6 | AUG 2024 | 1 | 2 | 3 | Sep 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||
| 7 | 8 | 9 | 10 | 11 | 12 | 13 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 14 | 15 | 16 | 17 | 18 | 19 | 20 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| 21 | 22 | 23 | 24 | 25 | 26 | 27 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 28 | 29 | 30 | 31 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 |
| OCT 2024 | 1 | 2 | 3 | 4 | 5 | NOV 2024 | 1 | 2 | DEC 2024 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | |||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | |||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 27 | 28 | 29 | 30 | 31 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 29 | 30 | 31 |
| JAN 2025 | 1 | 2 | 3 | 4 | FEB 2025 | 1 | MAR 2025 | 1 | |||||||||||||||
| 5 | 6 | 7 | 8 | 9 | 10 | 11 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | |||
| 12 | 13 | 14 | 15 | 16 | 17 | 18 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | |||
| 19 | 20 | 21 | 22 | 23 | 24 | 25 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | |||
| 26 | 27 | 28 | 29 | 30 | 31 | 23 | 24 | 25 | 26 | 27 | 28 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | |||||
| 30 | 31 |
| APR 2025 | 1 | 2 | 3 | 4 | 5 | MAY 2025 | 1 | 2 | 3 | JUN 2025 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | ||||||
| 6 | 7 | 8 | 9 | 10 | 11 | 12 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |||
| 13 | 14 | 15 | 16 | 17 | 18 | 19 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 15 | 16 | 17 | 18 | 19 | 20* | 21 | |||
| 20 | 21 | 22 | 23 | 24 | 25 | 26 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | |||
| 27 | 28 | 29 | 30 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | 29 | 30 |
| First Day to Reconcile and Approve PCard Transactions | ||
| -WEDNESDAY- | Last day to Reconcile and Approve pCard Transactions |
-FORCE APPROVAL-
-THURSDAY- Last day to Correct Voucher Processing Errors
-TUESDAY-
First Day Transactions are available for reconciliation and approval in PeopleSoft. PLEASE NOTE: Transactions that are first available on this day are NOT included in Force approval the following day, but are included in the force approval 15 days later. Reconcilers, Approvers and Agency Adminstrators have until 5:00 PM on the Thursday after the Billing Cycle End Date to Approve PCard Transactions. State PCard Maintainer approves any remaining transactions starting at 6:00PM. Approved PCard Transactions are Built into Vouchers starting at 7:00 PM. Last Day for Agency PCard Administrators and A/P Processors to Correct PCard Voucher Pre-Edit, Recycle, and Budget Check Errors.
BILLING CYCLE START DATE BILLING CYCLE END DATE SCHEDULED BANK PAYMENT LEGAL HOLIDAY** FY25 LAST DAY TO PURCHASE
*Please Note that June 20 is the last day in the last billing cycle for FY2025.
**The State Provides nine legal holidays with pay: New Years Day (January 1), Martin Luther King Jr. Day (Third Monday in January), Memorial Day (Last Monday in May), Independence Day (July 4), Labor Day (First Monday in September) Thanksgiving(Fourth Thursday in November) Christmas Eve (December 24) Christmas Day (December 25) New Year Eve Day(December 31) Issued by: State Bureau Of Procurement (SBOP) in partnership with the State Controller's Office (SCO), in the WI Department Of Administration (DOA)
SCHEDULE
| PCARD RECONCILIATION KEY PROCESSES AND DATES BY INDIVIDUAL BILLING CYCLE PERIODS | ||
| This PCard Billing Cycle Chart combines information from the Process Steps and the Yearly Calendar to provide Key Event Dates and Times required to conduct a Complete and Successful PCard Reconciliation Process Cycle. | ||
| BILLING CYCLE NUMBER | FIRST DAY OF BILLING CYCLE | |
| -SATURDAY- | FIRST DAY TO RECONCILE IN PEOPLESOFT | |
| -WEDNESDAY- | LAST DAY OF BILLING CYCLE | |
| -FRIDAY- | LAST DAY TO APPROVE PCARD TRANSACTIONS |
FORCE APPROVAL
-THURSDAY 5:00 PM- LAST DAY TO
CORRECT PCARD VOUCHER ERRORS
-TUESDAY- SCHEDULED DATE
FOR PAYMENT TO BE
MADE TO THE BANK
-THURSDAY-
| 1 | 6/22/24 | 6/26/24 | 7/5/24 | 7/11/24 | 7/16/24 | 7/3/24 |
| 2 | 7/6/24 | 7/10/24 | 7/19/24 | 7/25/24 | 7/30/24 | 8/1/24 |
| 3 | 7/20/24 | 7/24/24 | 8/2/24 | 8/8/24 | 8/13/24 | 8/15/24 |
| 4 | 8/3/24 | 8/7/24 | 8/16/24 | 8/22/24 | 8/27/24 | 8/29/24 |
| 5 | 8/17/24 | 8/21/24 | 8/30/24 | 9/5/24 | 9/10/24 | 9/12/24 |
| 6 | 8/31/24 | 9/4/24 | 9/13/24 | 9/19/24 | 9/24/24 | 9/26/24 |
| 7 | 9/14/24 | 9/18/24 | 9/27/24 | 10/3/24 | 10/8/24 | 10/10/24 |
| 8 | 9/28/24 | 10/2/24 | 10/11/24 | 10/17/24 | 10/22/24 | 10/24/24 |
| 9 | 10/12/24 | 10/16/24 | 10/25/24 | 10/31/24 | 11/5/24 | 11/7/24 |
| 10 | 10/26/24 | 10/30/24 | 11/8/24 | 11/14/24 | 11/19/24 | 11/21/24 |
| 11 | 11/9/24 | 11/13/24 | 11/22/24 | 11/28/24 | 12/3/24 | 12/5/24 |
| 12 | 11/23/24 | 11/27/24 | 12/6/24 | 12/12/24 | 12/17/24 | 12/19/24 |
| 13 | 12/7/24 | 12/11/24 | 12/20/24 | 12/26/24 | 12/31/24 | 1/2/25 |
| 14 | 12/21/24 | 12/25/24 | 1/3/25 | 1/9/25 | 1/14/25 | 1/16/25 |
| 15 | 1/4/25 | 1/8/25 | 1/17/25 | 1/23/25 | 1/28/25 | 1/30/25 |
| 16 | 1/18/25 | 1/22/25 | 1/31/25 | 2/6/25 | 2/11/25 | 2/13/25 |
| 17 | 2/1/25 | 2/5/25 | 2/14/25 | 2/20/25 | 2/25/25 | 2/27/25 |
| 18 | 2/15/25 | 2/19/25 | 2/28/25 | 3/6/25 | 3/11/25 | 3/13/25 |
| 19 | 3/1/25 | 3/5/25 | 3/14/25 | 3/20/25 | 3/25/25 | 3/27/25 |
| 20 | 3/15/25 | 3/19/25 | 3/28/25 | 4/3/25 | 4/8/25 | 4/10/25 |
| 21 | 3/29/25 | 4/2/25 | 4/11/25 | 4/17/25 | 4/22/25 | 4/24/25 |
| 22 | 4/12/25 | 4/16/25 | 4/25/25 | 5/1/25 | 11/27/18 | 11/29/18 |
| 23 | 4/26/25 | 4/30/25 | 5/9/25 | 5/15/25 | 5/20/25 | 5/22/25 |
| 24 | 5/10/25 | 5/14/25 | 5/23/25 | 5/29/25 | 6/3/25 | 6/5/25 |
| 25 | 5/24/25 | 5/28/25 | 6/6/25 | 6/12/25 | 6/17/25 | 6/19/25 |
| 26 | 6/7/25 | 6/11/25 | 6/20/25 | 6/26/25 | 7/1/25 | 7/3/25 |
| FY26 1 | 6/21/25 | 6/25/25 | 7/4/25 | 7/10/25 | 7/15/25 | 7/17/25 |
| FY26 2 | 7/5/25 | 7/9/25 | 7/18/25 | 7/24/25 | 7/29/25 | 7/31/25 |
PROCESS
| OVERVIEW OF PEOPLESOFT PCARD RECONCILIATION PROCESS | |||||
| The Chart below provides the various Dates and Timelines that PCard proxy users will have to reconcile and approve PCard Transactions as well as correct PCard Vouchers to ensure timely payment to the Bank. This Chart's "Calendar Column and Row Colors" directly correspond with the Monthly "Calendar Dated Day Colors" which can be found on the second tab below | |||||
| Day/Time | CALENDAR | ROLES | FREQUENCY | REQUIREMENT ITEMS | |
| BILLING CYCLE RECONCILIATION | |||||
| Saturday | First Day of the billing cycle | ||||
| -SATURDAY- | CARDHOLDERS | Start | Cardholders use their cards to make purchases | ||
| Starts 7:00 PM CT on the first Tuesday of the billing period and continues until | First PCard Transactions are imported with the status "STAGED" | US BANK | Start | Sends first PCard Statement File to be reconciled by agencies through on nightly batch cycle. Continues to send new PCard Statement Files through daily until the end of the Billing Period. | |
| PEOPLESOFT | Night | System will load PCard Statements File batch to staging tables. | |||
| Night | System will stage the PCard transactions and check for errors. | ||||
| Night | System will identify accurate PCard transactions and load these items to the Reconciliation Statements page with a status of "STAGED". | ||||
| Night | System has available "STAGED" PCard transactions to be reconciled. | ||||
| Wednesday | First Day to Reconcile and Approve PCard Transactions | AGENCY PCARD RECONCILER | Daily | Search on the Reconcile Statement Search page and enter search criteria for PCard transactions to be reconciled. | |
| Daily | Certifies chart fields, attaches receipts, and runs the Budget Validation process. | ||||
| Daily | Updates chart field values to reflect a valid budget. | ||||
| Daily | Marks disputed transactions as "In Dispute". | ||||
| Daily | Checks and changes "In Dispute" transactions to "Collected" when credit is received or dispute is resolved. | ||||
| Daily | Reconciler is responsible for tracking and resolving all disputes with Merchants. | ||||
| Daily | Reviewed and corrected PCard transactions status will be changed from "STAGED" to "VERIFIED" on the statements page. | ||||
| AGENCY PCARD APPROVER | Daily | Reviews system "VERFIED" transactions by inspecting submitted associated transactional chart field allocations and receipts. | |||
| Daily | If "VERIFIED" transactions with corresponding chart fields and receipts are determined to be accurate, then Approver will change the transaction status from "VERIFIED" to "APPROVED". | ||||
| Daily | If "VERIFIED" transactions with corresponding chart fields and receipts are determined not to be accurate, then the approver must insert an explanation into the transaction's comment section and re-set the transaction status back to "STAGED" for the Reconciler to then review and re-reconcile this transaction accordingly. | ||||
| Mondays |
and
| Thursdays | Resolve Profile Errors | STATE MAINTAINER | Weekly | Checks for unassigned/incomplete card errors and works with Agency PCard Administrators to get these items corrected. Any cards not assigned by Agency administrators by noon on Force Approval Thursdays will be assigned by the State PCard Maintainer if they have a transaction in the current billing period. Agency Administrators should review and update the proxies and distributions for any cards added by the State PCard Maintainer at the earliest opportunity. | |
| Friday | Last Day of Billing Cycle | ||||
| STATE AND BANK | Bi-Weekly | Billing Cycle End Date. All transactions that are received by U.S Bank within the billing cycle will have this date set as the "Bill date". | |||
| 7:00 PM CT on the Sunday following the end of the billing period. | Last PCard Transactions are imported with the status "STAGED" | US BANK | Start | Sends first PCard Statement File to be reconciled by agencies through on nightly batch cycle. | |
| PEOPLESOFT | Night | System will load PCard Statements File batch to staging tables. | |||
| Night | System will stage the PCard transactions and check for errors. | ||||
| Night | System will identify accurate PCard transactions and load these items to the Reconciliation Statements page with a status of "STAGED". | ||||
| Night | System has available "STAGED" PCard transactions to be reconciled. | ||||
| Mondays following the end of the billing period. | Last day for transactions in a billing cycle to appear in PeopleSoft | PEOPLESOFT | Bi-Weekly | All transactions to be reconciled within this billing period will be available at this time, excepting those on un-assigned or incomplete cards. | |
| Until 5:00 PM CT Force Approval Thursdays | Last Day to Approve PCard Transactions | ||||
| -FORCE APPROVAL- | AGENCY PCARD APPROVER | Day | Identifies all existing "STAGED" and "VERIFIED" agency transactions for the billing cycle that have not reconciled and sets these transactions to "APPROVED". All transactions not reconciled will be forced "APPROVED" so that payment to the bank will be made on time. (Urgent Situation). *Must be completed by 5:00 PM CT. | ||
| 6:00 PM CT Force Approval Thursdays | STATE MAINTAINER | Bi-Weekly | Identifies all existing "STAGED" and "VERIFIED" statewide transactions for the billing cycle that have not reconciled and sets these transactions to "APPROVED". All transactions not reconciled by the Agency will be forced "APPROVED" so that all vouchers will be generated in one batch. Any transactions not approved by 7pm will fail to generate vouchers, and will have to be corrected by STAR via the submission of an error ticket. | ||
| VOUCHER BUILD PROCESS | |||||
| 7:00 PM CT Force Approval Thursdays | PEOPLESOFT | Bi-Weekly | PS System will run the Load Voucher Stage by processing the "APPROVED" PCard transactions to the voucher staging tables where transactions will be built into vouchers by card number. | ||
| Friday following Force Approval until Tuesday | Last day to Correct Voucher Processing Errors | AGENCY PCARD ADMINISTRATOR | Daily | Correct all Pre-Edit Errors and set transactions "TO BUILD" through the Voucher Build Error Detail page. | |
| AGENCY AP PROCESSOR | Daily | Correct all voucher Recycle Errors through the Quick Invoice or voucher Regular Entry pages. | |||
| Daily | Resolve all Budget Check Exceptions by updating voucher distribution line(s) and/or contacting Finance to research and correct all budget issues. | ||||
| 7:00PM Tuesday following Force Approval and continue until Scheduled Pay Date to Bank | Daily | PS System runs Budget Checks in a scheduled batch process multiple times throughout the day. Budget checks may also be run manually by the Agency AP Processor. | |||
| Daily | PS System runs Voucher Post multiple times throughout the day. | ||||
| PAYMENT TO THE BANK | |||||
| Thursday | Scheduled Pay Date to the Bank | SCO | Day | Run Pay Cycle. |
File details come from the government source that posted it. Updated .