Procurement Policy - Webster University

Webster University has a successful and growing Purchasing Card program. In total, we have over 350
cards handling roughly 2,500 transactions per month with an average monthly expenditure of $500,000.
Although each transaction is relatively small, in total they are material to the University’s financial
picture. For this reason, reporting must be both accurate and timely. In an effort to emphasize the
importance of these reports, we are implementing the following procedural change:
Effective with the new fiscal year, PCard accounts with outstanding expenses 120 days past
due will be suspended.
Definitions:
1. “Outstanding expenses” are defined as follows:
Expense reports that are incomplete, unsubmitted, rejected, or pending approval
PCard transactions that are not attached to an expense report
2. “120 days past due” will be calculated each month upon posting to the general ledger. For
example, when the May 2011 cycle is posted to the general ledger on 06/02/2011, expense
from the January 2011 cycle will be 120 days past due. The chart below illustrates the schedule:
As of 06/02/2011
Cycle
May 2011
April 2011
March 2011
February 2011
January 2011
Age
Current
30 days past due
60 days past due
90 days past due
120 days past due
Cards will not be reactivated until all expenses are current.
Cardholders that are likely to be affected will receive an individual email from Leona Graham by
05/17/2011. Cardholders will be granted a one-time, 10-day grace period as we transition to the new
procedures.
Cardholders can check the status of their expense reports by following these steps:
Log into CentreSuite
Click on the “In Progress” link in the My Tasks box
The Manage Expense Reports page will appear and all open expense reports will be displayed:
Incomplete, Unsubmitted, Rejected and Pending approval
Individual expense reports can be viewed by clicking on the Details icon (magnifying glass) to the
left of the expense report

Ultimately, the credit card account is the cardholder’s responsibility to manage. If you have questions,
or need assistance in preparing your report, please contact any of the following individuals for
assistance:
Leona Graham 314-246-8037 leonagraham14@webster.edu
Shirley Torretta 314-246-7898 storretta50@webster.edu
Ken Creehan 314-968-6969 creehan@webster.edu
Thanks,
Greg Gunderson
Vice President and Chief Financial Officer