§ 2-130.13. Reconciliation.

(a)

The cardholder's billing cycle ends on the third day of each month and a statement is ready for review typically on the third calendar day of the month (varies slightly depending on the month). Upon completion of the cycle, the cardholder and approver will be required to complete a series of steps.

(b)

The following are steps to reconcile the procurement card transactions.

(1)

The cardholder receives an email advising that the statement is ready for "review." The five-day review and approval process begins the day the email is sent.

(2)

The cardholder goes to the Global Card Management System (GCMS) website ( http://www.globalmanagement.citidirect.com ) , enters the appropriate login and password, and accesses the card statement.

(3)

Select Account Activity and then click on TRANSACTION SUMMARY.

(4)

Select the just completed month's statement date (Reporting Cycle) and click on the SEARCH button.

(5)

Reconcile all transactions. Click on this symbol for each transaction: . Enter a short, but detailed description of the item being expensed, select the appropriate department, and select the correct general ledger account number. Click Save after each expense is reconciled. Note: Do not click the boxes for Reviewed or Approved.

(6)

Print a copy of your statement (expense report). Select Account Activity, then click on Schedule Report. Click on Expense Report and click next through the remaining screens until the Frequency screen appears. Click on the button next to Reporting Cycle. Select the correct Reporting Cycle and click Save. Wait approximately five (5) minutes, then select Account Activity, and click Completed Reports. Click on the correct Expense Report document, and click Download on the next screen. After Opening the document, print the document.

(7)

The cardholder staples the credit card receipts (in the order they are listed) to the statement (expense report), signs the expense report, and submits it to the cardholder's approver.

(8)

The approver signs off on the statement and forwards the "approved" statement (expense report) and receipts to the program administrator.

(c)

Note: It should be noted that payment to CITI will be accomplished in accordance with its expressed deadlines regardless of whether reconciled reports have been received from the department.

Repeated failure by either the cardholder or approver to properly reconcile all transactions and review statements in a timely manner may result in revocation of cardholder privileges and possible disciplinary action.

(Ord. No. 2014-18, § 1(Exh. A), 5-6-14)