New deadlines for PCard reconciliation process

Effective Wednesday (Aug. 15), the WVU Procurement Contracting and Payment Services team will implement updated deadlines for reconciling PCard expenses via the MyExpenses system.

Beginning Aug. 15, the Procurement Contracting and Payment Services team will begin contacting West Virginia University and WVU Research Corporation (WVURC) PCard holders who have not reconciled PCard expenses within 30 days after the transactions initially posted. Cardholders then will have an additional 15 days to reconcile these expenses.

Cardholders who fail to reconcile their expenses within this timeframe will have their PCards temporarily restricted until the outstanding transactions are resolved.

These changes are designed to ensure West Virginia University remains compliant with the West Virginia State Auditor's Office for reconciling expenses.

Further, PCard transactions will not charge to a cardholder’s budget and/or grant until they are reconciled in MyExpenses, and delays in processing expenses may cause budgetary and grant reporting issues. Reconciling expenses in a timely manner also helps protect the University and WVURC from fraudulent charges, which are required to be reported within 60 days.

Visit the MyExpenses page on the Procurement Contracting and Payment Services website for more information, including FAQs, training material and details on how to delegate your expense reports in MyExpenses.

Contact PCardAdministration@mail.wvu.edu with any questions.