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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 37
Advisory Name: Reconciliation of Credit Card Transactions
Date Issued: 07/24/2014 Date Last Updated: 03/04/2016
Subject:
The Importance of Reconciling Credit Card Charges

Guidance:
Timely reconciliation of credit card charges helps make sure charges are appropriate and only legitimate expenses are paid for.  However, some agencies have not reconciled their credit card charges timely.  In fact, some unreconciled charges date back to April 2012. 

During the 2013-14 fiscal year end, OSC identified prepaid balances created by agencies that significantly predated the current fiscal year.  Because agencies had not reconciled charges timely and because the funds were lapsing, OSC and SFS had to perform special functions to ensure agencies would not lose this money.  Please take this opportunity to reconcile all outstanding charges to ensure uninterrupted use of the credit cards and to ensure agencies to not lose funds at the end of next fiscal year end.  As a reminder, Business Units are required to reconcile credit card charges within 30 days of the payment of the Citibank bill (see the Guide to Financial Operations, Chapter XII, Section 6.Q.1, Chapter XII, Section 6.Q.2 and Chapter XII, Section 6.Q.3). The resources below have been provided to assist you when reconciling the outstanding charges.

References:

For job aids and additional guidance, access SFSSecure.

For information related to the reconciliation process, see:

To run reports to obtain details in SFS about outstanding credit card charges, navigate in the SFS as follows:

Procurement Card transactions

  • SFS Main Menu > Reporting Tools > SFS OBIEE Reports > Purchasing > Unreconciled P/NET Card Statements (NYPO3593)
    • Note:  In order to run the report specifically for Procurement Card transactions, ensure the card type is filtered to “VISAP”.

Travel Card transactions

  • SFS Main Menu  > Reporting Tools> Query > Query Viewer > Travel Card Aging Report

NET Card transactions

  • SFS Main Menu > Reporting Tools > SFS OBIEE > Purchasing > Unreconciled P/NET Card Statements (NYPO3593)
Note:  In order to run the report specifically for NET-Card transactions, ensure the card type is filtered to “VISAN”.
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