Reports and Governance

Emory University has a fiduciary responsibility to ensure that its resources are used prudently. Its faculty and staff members are eligible to obtain a corporate credit card to transact travel and individual business expenses. The credit card is the property of Emory University.

Accounts Payable had developed a strong governance process to monitor, communicate, and educate our cardholders, approvers, proxies and others on the Corporate Credit Card program.

What is Governance?

Governance is the establishment of policies, and continuous monitoring of their proper implementation, by the member of the governing body of an organization.

There are many different areas that AP is reviewing to help enforce Corporate Credit Card compliance. Compliance includes monitoring the transactions, communicating the review results, escalating issues where needed and providing education where warranted.

What does AP Review?

 See below for the different items that AP Reviews:

AP will monitor credit card transactions that focus on the following areas:

  • Credit Card Controls
    • Credit Limits
    • MCC Codes
    • Credit Card Spend
  • T&E Policy Awareness
    • Updates/Communication
    • Yearly Attestations
  • T&E Governance
    • Review various reports for compliance
  • Escalation & Enforcement

For expense reports that are over $1500, Accounts Payable will audit each expense report and supporting documentation to ensure compliance with the T&E Policy.

Step by Step

Once AP finishes auditing the expense report, it will with be Passed or Denied:

  • Passed – AP will approve the expense report in workflow, and it will be scheduled for payment.
  • Denied – AP will deny the expense report and it will be sent back to the requestor.

As part of the T&E Governance to ensure that expenditures are being record and paid in a timely manner, Accounts Payable will audit and communicate to the cardholder, and other parties noted in the escalation matrix, of the cardholder's pending wallet transactions that are 60 days or greater.

The cardholder is responsible for ensuring that card balances are paid in full and posted to JP Morgan Chase by the due date listed on the statement.

Step by Step

  1. At the beginning of each month, AP will run a query of the cardholders' pending wallet transactions.
  2. Communication will be sent to the cardholders letting them know of their pending wallet transactions and actions that are required by them.
  3. Accounts Payable will record and save this communication.
  4. Accounts Payable will follow up with the cardholders and other parties noted in the escalation matrix until resolution has occurred.

Non-Reimbursable expenses are expenses that need to be paid directly by the cardholder to either JPMC or Emory University.

Step by Step

  1. Accounts Payable runs the Non-Reimbursable Expense report. This report shows all the items that the employee marked as “non-reimbursable” on his/her expense report.
  2. Communication is sent to the cardholder to ensure these balances are taken care of in a timely manner.

Expense reports must be submitted for all Emory Corporate Card charges. Expense reports should be submitted no later than ten days after the charge. Failure to submit expense reports for Corporate Card Charges in a timely manner can result in account delinquency.

The Cardholder is responsible for ensuring that card balances (issued on the 14th of very month) are paid in full and posted by JP Morgan Chase by the due date listed on the statement by expensing all business-related charges through Emory's Compass Travel & Expense system.”

Step by Step

  1. Accounts Payable runs the Delinquency report. This report shows all the items that are aged in 30 days increments. Anything over 60 days needs to be resolved immediately.
  2. Communication is sent to the cardholder, their manager, and others to ensure these balances are taken care of in a timely manner.

As soon as you know an employee is leaving Emory, notify AP to proactively work on any outstanding balance issues. Complete the Credit Card Maintenance form and send it to Accounts Payable at credit.cards@emory.edu.

When an employee departs Emory, the employee's credit card is closed.

Step by Step

  1. Human Resources alerts Accounts Payable regarding terminated employees.
  2. If the employee has an Emory credit card and the outstanding balance is zero, Accounts Payable will close the credit card.
  3. If the employee has a credit card with an outstanding balance:
    • Accounts Payable will close the card.
    • Account Payable will send a notice to the approving manager alerting them to the outstanding balance and the department will create an expense report to clear the outstanding balance.

Other Resources

Reports to assist Cardholders and Managers

  • Tableau Reports