Monthly and Semi-monthly procedures are required for payment-tracking and departmental charge distribution. These tasks are done on an online bank form. Access to PaymentNet is a prerequisite.
The Purchasing Card Administrator will send an email notification to each Cardholder prior to the time to complete the Monthly and Semi-monthly tasks. A separate Monthly (End of Cycle) email notification will be sent to all Approving Supervisors alerting them of the need to review, sign and date the Baylor Transaction Detail report by the end of the month. Also, JPMorgan will send daily emails when transactions need to be reviewed.
•Semi-monthly (Mid-cycle) - This email will instruct the Cardholder to review, add notes and make changes to transactions.
•Monthly (End of Cycle) - This email will instruct the Cardholder to review, add notes, make changes to any additional transactions, print the Monthly Statement, along with the Baylor Transaction Detail Report (BTD). After reconciliation, the cardholder must sign and date the BTD report and submit all documentation to the Approving Supervisor for signature validation of review and approval. The Cardholder should take into consideration that sufficient time should be given to the Approving Supervisor to review all documentation before the deadline.
•Approver Monthly (End of Cycle) - This email will instruct the Approving Supervisor to review transactions on the printed Electronic Statement and the Baylor Transaction Detail (BTD) report and verify that proper itemized documentation exists for each purchase. Approval signature and date will be required on all BTD reports. The Electronic Statement and documentation is then returned to the Cardholder to file.