PC 12: Reconciliation

PC 12.1 - Reconciliation Process

Creating and submitting expense reports for PCard transactions with the following information: Purpose is “PCARD” using the BOCC PCard Transaction Template, correct accounting codes, a description clearly identifying what was purchased, the invoice or receipt number or unique identifier, and if applicable enter the Travel Authorization Number in the Tracking Field.

PC 12.2 - Responsibilities for Reconciliation

1. Cardholder, Monitor, and Purchaser
• Verify each transaction in the Expenses App is valid, ensuring “Card” is listed under the “Amount” column to avoid processing PCard transaction as a reimbursement. Details on discrepancies that are not formally disputed must be entered in the Description field of the Expenses App and provided to PCardAdmin@HCFL.gov prior to weekly submission. Follow sections PC 10 and PC 11.
2. The Designated Delegate
• Receive documentation from the cardholder and follow sections PC 10 and PC 11.
3. Fiscal (If Applicable)
• Departments have a fiscal responsibility to review expense reports and supporting documentation for accuracy, ensuring the “Employer Pays You” field is $0.00, and verify the information in the expense reports coincides with requirements in sections PC 10 and PC 11.
4. The Approver
• In the Oracle Expenses App, review all transactions to confirm purchases align with the RD’s mission and serve a public purpose. Approve transactions promptly to meet deadlines.
5. Coordinator
• If any purchase(s) are questioned as to appropriateness, report items to the RD Director before forwarding to PCA. Ensure all department transactions are processed to meet PCA deadline. If unable to meet, notify PCA prior to the due date (this is an expectation and should be rarely used). Monitor PCard Activity-Expense Reports found in Oracle Cloud.
6. Requesting Department Director
• Ensure cardholders, fiscal, approvers, and coordinators follow documented procedures contained herein. Address questionable purchases with the cardholder; and if unauthorized, require either a credit memo for returned items or submit a personal check payable to the “Hillsborough County Board of County Commissioners” for the full purchase amount. Submit checks to County Finance with an explanation and supporting documentation.
7. County Finance
• Approve expense reports ensuring transactions comply with County procedures, pay BOA the current balance on or before the current due date. Any questions concerning the expense report will be sent to the cardholders and PCA.

PC 12.3 - Disputed Charges

If there is an issue with a transaction, Cardholder MUST make good faith effort to settle the claim with the merchant. If the claim is not settled within 10 business days, cardholder or purchaser MUST formally dispute the transaction(s) with BOA ¹. Disputes can be filed in GCA (preferred) or by calling BOA Dispute Department ². Once resolved, the transaction must be removed from dispute in the Oracle Expenses App and processed in an expense report with the credit. The works summary screenshot is acceptable to use as supporting documentation. Cardholder is responsible for communicating with BOA and responding to all bank requests for information to ensure dispute is being processed. Disputes are ONLY placed in Oracle Cloud when formally disputed with BOA.

PC 12.4 - Fraudulent Charges

The fraudulent transaction should be disputed in the Oracle Expenses App. Once resolved, the transaction must be removed from dispute in the Oracle Expenses App and processed in an expense report with the credit. The works summary screenshot is acceptable to use as supporting documentation. Cardholder is responsible for communicating with BOA and responding to all bank requests for information to ensure a credit for the fraudulent charge is being processed.

PC 12.5 - Outstanding Billing Issues

Outstanding billing issues unresolved after 10 business days from the date of the OnBase flagged transaction notification will result in the card spend profile being set to zero (0) until resolved. Issues unresolved after 60 calendar days may result in actions against the cardholder as outlined in section PC 13.4(K). Corrective documentation must be submitted to PCard Administration. Documentation submitted elsewhere will be considered unresolved.

PC Notes

1. Disputing a transaction in the expense app is not a formal dispute with BOA
2. BOA Dispute Department: 1-888-449-2273