Liaison Monthly Certification of Transaction Logs

The liaison monthly certification process was developed in an effort to strengthen internal controls for ProCard transactions.  This new process provides two additional control levels: a ProCard liaison and ProCard Office reviews.  This process is mandatory for all units that have ProCards.

Each unit liaison will:

  • confirm that transaction summary logs (TSLs) are present and signed by the respective parties for all cards assigned to his/her unit;
  • spot check that business reasons are clear;
  • submit the certification form to the ProCard Office within 45 days from the end of the statement date (see due dates): (1) certifying all TSLs were received and complete OR (2) providing a list of the cards that should be suspended due to missing or incomplete TSLs;
  • report any misuse or fraud to the Assistant Director for Card Services at 852-8255 or through the Compliance Hotline; and
  • serve as a central unit contact for issues identified by the ProCard Office.

The ProCard Office will:

  • track the monthly certification form from each VP/Dean unit to ensure all units have reported compliance or missing/incomplete TSLs by the specified deadline;
  • suspend ProCard accounts for which TSLs are missing/incomplete (accounts will be reinstated upon notification from the ProCard liaison that a complete TSL has been received);
  • cancel card privileges for repeated non-compliance;
  • report ProCard suspensions and/or cancellations due to inappropriate use or failure to comply with policies and procedures to University Administration, who will provide the information to the Board of Trustees Audit Committee; and
  • contact Audit Services and University Police in all cases of suspected fraud.

Billing CycleCertification Due Date
August 2016Monday, October 17, 2016
September 2016Tuesday, November 15, 2016
October 2016Thursday, December 15, 2016
November 2016Tuesday, January 17, 2017
December 2016Wednesday, February 15, 2017
January 2017Wednesday, March 15, 2017
February 2017Monday, April 17, 2017
March 2017Monday, May 15, 2017
April 2017Thursday, June 15, 2017
May 2017Monday, July 17, 2017
June 2017Tuesday, August 15, 2017
July 2017Friday, September 15, 2017
August 2017Monday, October 16, 2017
September 2017Wednesday, November 15, 2017
October 2017Friday, December 15, 2017
November 2017Tuesday, January 16, 2018
December 2017Thursday, February 15, 2018