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  5. XV.4.A Reconciling Prior Fiscal Year Credit Card Charges

XV. End of Year

Guide to Financial Operations

XV.4.A Reconciling Prior Fiscal Year Credit Card Charges

XV. End of Year
Guide to Financial Operations

For current End of Fiscal Year (FYE) deadlines and notices, please visit the Calendar.

Business Units must review and reconcile all credit card charges incurred prior to April 1 of the previous fiscal year. When charges are not properly accounted for prior to FYE, SFS must move the charges from one accounting period to the next accounting period – resulting in delays to FYE processing.

Business Units are required to reconcile credit card charges within 30 days of the date the charge is incurred (See Chapter XII, Section 6.Q - Paying and Reconciling State Credit Card Charge for more information). Timely reconciliation provides Business Units the opportunity to dispute inappropriate charges and reduces additional reconciliation work at FYE.

To ensure credit cards are appropriately reconciled for the prior fiscal year, Business Units are required to complete the following:

Procurement Card/Net-Card

  • Review and reconcile all charges for the fiscal year and determine the legitimacy of any charges reviewed that are deemed questionable. Submit all Procurement Card and Net-Card reconciliation vouchers to OSC for approval by the deadline for online vouchers stated in the Calendar.
  • Ensure any existing reconciliation vouchers that have budget exceptions are corrected and submitted to OSC for approval by the deadline for online vouchers stated in the Calendar.

    NOTE- reconciliation vouchers cannot be submitted with a negative value. Business Units reconciling credits charges must reconcile enough additional charges to bring the dollar value on a voucher to an amount greater than zero.

Travel Card

Run the Travel Card Aging Report in SFS, and ensure all charges incurred prior to April 1st of the previous fiscal year are reviewed, associated with an expense report, and submitted to OSC for approval. Although all charges need to be submitted and associated with an expense report, Business Units should determine the legitimacy of any charges reviewed that are deemed questionable.

For additional information related to this process, see:

For additional instruction on this topic, visit the job aids published to SFS Coach. SFS Coach is accessible from the SFS home page after logging in with your SFS user ID and password.

If a Business Unit hosted by the Office of General Services’ Business Service Center (BSC) needs guidance, staff should reach out to their designated BSC liaison to assist them with this process.

Guide to Financial Operations

REV. 01/06/2020