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 2013Tuesday, October 15, 2013
September 2013Friday, November 15, 2013
October 2013Monday. December 16, 2013
November 2013Wednesday, January 15, 2014
December 2013Monday, February 17, 2014
January 2014Monday, March 17, 2014
February 2014Tuesday, April 15, 2014
March 2014Thursday, May 15, 2014
April 2014Monday, June 16, 2014
May 2014Tuesday, July 15, 2014
June 2014Friday, August 15, 2014
July 2014Monday, September 15, 2014
August 2014Wednesday, October 15, 2014
September 2014Monday, November 17, 2014
October 2014Monday, December 15, 2014
November 2014Thursday, January 15, 2015
December 2014Monday, February 16, 2015