FY26 PCard Calendar.xlsx

XLSX spreadsheet 43 KB Posted Jan 1, 2021

Attached to: Purchasing Card Solutions: Purchasing Card, Travel Card, One Card
Contract number: 505ENT-M21-PURCHASCARD-01
Issued by: Wisconsin

About this file

Written by GovTribe AI · Aug 7, 2025

This document is a fiscal year 2026 state procurement card (PCard) billing cycle and approval calendar for a state government agency. The document outlines a comprehensive 26 billing cycle schedule running from June 2025 through June 2026, with detailed dates for reconciliation processes, approval deadlines, and payment schedules. Key stakeholders include state agency PCard reconcilers, approvers, administrators, accounts payable processors, state PCard maintainers, US Bank as the card provider, and the State Controller's Office (SCO) for payments.

The document establishes a bi-weekly billing cycle system for state procurement card transactions, with each cycle spanning approximately 14 days from Saturday start dates to Friday end dates. Critical process timelines include a Wednesday start date for transaction reconciliation in PeopleSoft, Thursday 5:00 PM deadlines for force approval of transactions, and Tuesday deadlines for correcting voucher errors before scheduled Thursday bank payments. The system incorporates automated processes for transaction staging, voucher building, and budget validation, while requiring manual reconciliation and approval by designated agency personnel. The calendar accommodates nine legal state holidays and includes specific notation that June 19, 2026 marks the last day of the final FY2026 billing cycle, with the subsequent cycle beginning FY2027 operations.

View the file

Other files

File	Type	Posted
2 Participating Addendum - State of Wisconsin U.S. Bank.pdf	PDF	Jan 1, 2021
FY25 Wisconsin State PCard Reconciliation Calendar.xlsx	XLSX spreadsheet	Jan 1, 2021
PURCHASING CARD MANUAL 2024 Rev.1.docx	DOCX document	Jan 1, 2021
HOW TO REQUEST AN EXCEPTION 8.22.23.docx	DOCX document	Jan 1, 2021
7 NASPO Political Subdivision PCard Addendum-1.doc	DOC document	Jan 1, 2021
3 Master Agreement - NASPO Commercial Cards Contract 00719.pdf	PDF	Jan 1, 2021
DOA-3584PurchasingCardApplicationandUseAgreement.docx	DOCX document	Jan 1, 2021

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CALENDAR TEXT

FY2026 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 2025			1	2	3	4	5	AUGUST 2025						1	2	SEPTEMBER 2025		1	2	3	4	5	6
			Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start							Billing Cycle End	Billing Cycle Start					1st Day to Reconcile	Force Approval
	6	7	8	9	10	11	12		3	4	5	6	7	8	9		7	8	9	10	11	12	13
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval						Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	13	14	15	16	17	18	19		10	11	12	13	14	15	16		14	15	16	17	18	19	20
			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
	20	21	22	23	24	25	26		17	18	19	20	21	22	23		21	22	23	24	25	26	27
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval						Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	27	28	29	30	31				24	25	26	27	28	29	30		28	29	30
			Voucher Corrections		Bank Payment						Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
									31

OCTOBER 2025				1	2	3	4	NOVEMBER 2025							1	DECEMBER 2025		1	2	3	4	5	6
				1st Day to Reconcile	Force Approval														Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	5	6	7	8	9	10	11		2	3	4	5	6	7	8		7	8	9	10	11	12	13
			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
	12	13	14	15	16	17	18		9	10	11	12	13	14	15		14	15	16	17	18	19	20
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval						Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	19	20	21	22	23	24	25		16	17	18	19	20	21	22		21	22	23	24	25	26	27
			Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start				Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start				Force Approval	1st Day to Reconcile
	26	27	28	29	30	31			23	24	25	26	27	28	29		28	29	30	31
				1st Day to Reconcile	Force Approval							1st Day to Reconcile & Force Approval							Voucher Corrections	Bank Payment
									30

JANUARY 2026					1	2	3	FEBRUARY 2026								MARCH 2026
						Billing Cycle End	Billing Cycle Start
	4	5	6	7	8	9	10		1	2	3	4	5	6	7		1	2	3	4	5	6	7
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval
	11	12	13	14	15	16	17		8	9	10	11	12	13	14		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				Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	18	19	20	21	22	23	24		15	16	17	18	19	20	21		15	16	17	18	19	20	21
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval
	25	26	27	28	29	30	31		22	23	24	25	26	27	28		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				Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
																	29	30	31

APRIL 2026				1	2	3	4	MAY 2026						1	2	JUNE 2026		1	2	3	4	5	6
				1st Day to Reconcile	Force Approval														Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	5	6	7	8	9	10	11		3	4	5	6	7	8	9		7	8	9	10	11	12	13
			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
	12	13	14	15	16	17	18		10	11	12	13	14	15	16		14	15	16	17	18	19	20
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval						Voucher Corrections		Bank Payment	Billing Cycle End	Billing Cycle Start
	19	20	21	22	23	24	25		17	18	19	20	21	22	23		21	22	23	24	25	26	27
			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
	26	27	28	29	30				24	25	26	27	28	29	30		28	29	30
				1st Day to Reconcile	Force Approval							1st Day to Reconcile	Force Approval						Voucher Corrections
									31

	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 ** LAST DAY OF FY26 BILLING CYCLE

*Please Note that June 20 is the last day in the last billing cycle for FY2025. that June 19 is the last day in the last billing cycle for FY2026

**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 Years Eve Day (December 31)

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	6/21/25	6/25/25	7/4/25	7/10/25	7/15/25	7/17/25
2	7/5/25	7/9/25	7/18/25	7/24/25	7/29/25	7/31/25
3	7/19/25	7/23/25	8/1/25	8/7/25	8/12/25	8/14/25
4	8/2/25	8/6/25	8/15/25	8/21/25	8/26/25	8/28/25
5	8/16/25	8/20/25	8/29/25	9/4/25	9/9/25	9/11/25
6	8/30/25	9/3/25	9/12/25	9/18/25	9/23/25	9/25/25
7	9/13/25	9/17/25	9/26/25	10/2/25	10/7/25	10/9/25
8	9/27/25	10/1/25	10/10/25	10/16/25	10/21/25	10/23/25
9	10/11/25	10/15/25	10/24/25	10/30/25	11/4/25	11/6/25
10	10/25/25	10/29/25	11/7/25	11/13/25	11/18/25	11/20/25
11	11/8/25	11/12/25	11/21/25	11/26/25	12/2/25	12/4/25
12	11/22/25	11/26/25	12/5/25	12/11/25	12/16/25	12/18/25
13	12/6/25	12/10/25	12/19/25	12/23/25	12/30/25	12/31/25
14	12/20/25	12/24/25	1/2/26	1/8/26	1/13/26	1/15/26
15	1/3/26	1/7/26	1/16/26	1/22/26	1/27/26	1/29/26
16	1/17/26	1/21/26	1/30/26	2/5/26	2/10/26	2/12/26
17	1/31/26	2/4/26	2/13/26	2/19/26	2/24/26	2/26/26
18	2/14/26	2/18/26	2/27/26	3/5/26	3/10/26	3/12/26
19	2/28/26	3/4/26	3/13/26	3/19/26	3/24/26	3/26/26
20	3/14/26	3/18/26	3/27/26	4/2/26	4/7/26	4/9/26
21	3/28/26	4/1/26	4/10/26	4/16/26	4/21/26	4/23/26
22	4/11/26	4/15/26	4/24/26	4/30/26	5/5/26	5/7/26
23	4/25/26	4/29/26	5/8/26	5/14/26	5/19/26	5/21/26
24	5/9/26	5/13/26	5/22/26	5/28/26	6/2/26	6/4/26
25	5/23/26	5/27/26	6/5/26	6/11/26	6/16/26	6/18/26
26	6/6/26	6/10/26	6/19/26	6/25/26	6/30/26	7/2/26

FY27 1	6/20/26	6/24/26	7/3/26	7/9/26	7/14/26	7/16/26
FY27 2	7/4/26	7/8/26	7/17/26	7/23/26	7/28/26	7/30/26

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 Aug 7, 2025.