Travel Card Transactions

Based upon posting date if unassigned to a report, or trip end date if already assigned to a report.

• Expenses should be submitted within 30 days. If not, daily email notifications are sent from Concur to cardholder and delegates.
• Scheduled monthly report to department business staff for all aging transactions in their department.
• Scheduled weekly report to department business staff for transactions greater than 60 days for their department.

(Contact jay.avila@ag.tamu.edu to request these reports be delivered for your department or to make changes to recipients. It is important that all departments receive these reports).

• 90 Days notify cardholder and department approvers through Oversight that the card will be suspended in 5 days, if no response.
  • Reminder: At 90 days, expenses that are not submitted become taxable to the cardholder.
    • Please see 90-Day Policy.
• 120 Days and beyond notify Business Manager/Department Head through Oversight.
• 150 Days notify Department Head/Disbursements Director through Oversight.
• 180 Days notify Department Head/Disbursements Director/CFO through Oversight.
• 210 Days if items are not cleared, Disbursements will mark all items as unallowed and begin a collection process from the employee and place that employee on state hold.

Payment Card Transactions

Based upon posting date.

• Expenses should be submitted within 30 days. If not, daily email notifications are sent from Concur to cardholder and delegates.
• Scheduled weekly report to department business staff for all transactions, but with emphasis on those greater than 30 days.

(Contact jay.avila@ag.tamu.edu to request these reports be delivered for your department or to make changes to recipients. It is important that all departments receive these reports).

• 45 Days notify cardholder and department approvers through Oversight that the card will be suspended in 5 days if no response.
• 60 Days and beyond notify Business Manager/Department Head through Oversight.
• 90 Days notify Department Head/Disbursements Director through Oversight.
  • Reminder: At 90 days, expenses that are not submitted become taxable to the cardholder.
    • Please see 90-Day Policy.
• 120 Days notify Department Head/Disbursements Director/CFO through Oversight.
• 150 Days if items are not cleared, Disbursements will mark all items as unallowed and begin a collection process from the employee and place that employee on state hold.