Upcoming Webinars
Access the latest trends and insights shaping the profession—free for members.
.png)
 (1).jpg)
_1.jpg)
.jpg)
.jpg)
.jpg)
.jpg)
.png)
.jpg)
.jpg)
.jpg)
Document
Short Term Credit Facility Q2517
Year Created: 2025
DOCUMENT
PROCEDURE - Purchasing Card User's Guide 2002
- YEAR CREATED: 2002
- ENTITY TYPE: State
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Finance
This document provides instructions and guidelines for the monthly billing cycle and reconciliation process for credit card statements issued to cardholders in the State of Maryland. The billing cycle ends on the 25th of each month, unless it falls on a weekend, in which case it ends on the next business day. After the cycle ends, a monthly statement is mailed to each cardholder at their office address. The responsibility of payment lies with the State of Maryland and requires no action from the cardholder.
The cardholder is required to reconcile their credit card statement to the Cardholder Activity Log and documentation within three business days of receiving the statement. The supervisor must review each transaction and ensure that the original receipt is attached to the log. Once approved, the log, statement, and original documentation must be forwarded to the Agency Fiscal Officer within three business days of receipt by the supervisor. By signing the log, both the cardholder and supervisor certify that the purchases match the statement and comply with regulations, policies, and procedures.
The document also provides tips and requirements for reconciliation, such as logging transactions as they occur, attaching receipts to the activity log, comparing transactions on the activity log to those on the statement, and adding any missing transactions or disputing invalid charges. It emphasizes the importance of retaining receipts and reconciled statements for three years or until audit.
Audits of cardholders' records may be conducted periodically to ensure compliance with program policies and procedures. Disputed transactions should be resolved directly with the supplier, and if unable to obtain satisfaction, a Purchasing Cardholder Dispute Form should be completed and forwarded to the Departmental PCPA. The form covers various types of disputes, and USBANK will investigate and issue a credit to the Corporate Purchasing Card account if necessary. The cardholder must verify the credit on the subsequent monthly bank statement. If unsatisfied with the resolution, the Departmental PCPA should be contacted.