Aging Transaction Escalation Policy

Travel Card Transactions

Based upon posting date if unassigned to a report, or trip end date if already assigned to a report.

• Expenses should be submitted within 30 days.  If not, daily email notifications are sent from Concur to cardholder and delegates.
• Scheduled monthly report to department business staff for all aging transactions in their department
• Scheduled weekly report to department business staff for transactions greater than 60 days for their department

(Contact travel@tamu.edu to request these reports be delivered for your department or to make changes to recipients.  It is important that all departments receive these reports).

• Weekly report in Controller Connection of all transactions greater than 90 days. Please monitor this report as these transactions need to be addressed immediately.
• 90 Days notify cardholder and department approvers through Oversight that the card will be suspended in 5 days if no response.
  • Reminder: At 90 days, expenses that are not submitted become taxable to the cardholder.  Please see 90-Day Policy.
• 120 Days and beyond notify Assistant Dean/Division Manager through Oversight
• 150 Days notify Dean/VP through Oversight
• 180 Days notify CFO/Controller through Oversight
• 210 Days if items are not cleared, FMO will mark all items as unallowed and begin a collection process from the employee and place them on state hold.  

Payment Card Transactions

Based upon posting date.

• Expenses should be submitted within 30 days. If not, daily email notifications are sent from Concur to cardholder and delegates.
• Scheduled weekly report to department business staff for all transactions, but with emphasis on those greater than 30 days

• Weekly report in Controller Connection of all transactions greater than 45 days. Please monitor this report as these transactions need to be addressed immediately.
• 45 Days notify cardholder and department approvers through Oversight that the card will be suspended in 5 days if no response.
• 60 Days and beyond notify Assistant Dean/Division Manager through Oversight
• 90 Days notify Dean/VP through Oversight
  • Reminder: At 90 days, expenses that are not submitted become taxable to the cardholder. Please see 90-Day Policy.
• 120 Days notify CFO/Controller through Oversight
• 150 Days if items are not cleared, FMO will mark all items as unallowed and begin a collection process from the employee and place them on state hold.