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To: University Business Managers

From: Martha Pendergrass, Director, Procurement Services

Date: November 11, 2011

We have received a high volume of calls and emails concerning emails recently received by cardholders regarding their Pcard transactions.

If commodity codes have not been entered in the P-Card system, the cardholder will receive an email every 5 days, reminding them that commodity code information needs to be entered before the 15th of every month. This email is sent to cardholders only, as the reconcilers for a department may change, but the cardholders will always be identifiable. However, due to Finance Central running on any one of three servers, the cardholder will receive three identical emails at approximately the same time.

Our P-Card team is currently working on reducing the number of emails received to one email every five days, but until a fix is installed, please disregard the duplicate emails.

Several departments have also inquired about cc’ing additional people on these emails (reconcilers, business managers, etc.) These email addresses are pulled directly from the current cardholder list, as they are the responsible party. Currently, there is no mechanism for anyone else to receive these emails.

Note: A message has been sent to Purchasing Card holders.

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