Aging Transaction Escalation Policy

Unassigned/eWallet Transactions

Based upon the transaction posting date, expenses should be assigned to an expense report within 30 days. If the transaction remains unassigned beyond 45 days it is considered out of policy. Daily email notifications are sent from Emburse Expense Monitoring to the cardholder and others based upon the escalation policy below:

• 30-44 days notify cardholder.
• 45-59 days notify cardholder and department delegates.
• 60-89 days notify cardholder, department delegates and department head. At 60 days card could be temporarily suspended.
• 90-119 days notify cardholder, department delegates, department head and Dean/VP or delegate.
  • Reminder: At 90 days, expenses that are not assigned can become taxable to the cardholder. Please see 90-Day Policy.
• 120-149 days notify cardholder, department delegates, Dean/VP and CFO/Controller.
• 150 days if items are not cleared, the system member will mark all items as unallowed and submit and approve the expense report. Then begin a collection process from the employee and place the employee on state hold until the balance is cleared.

Non-Travel Transactions

Based upon the transaction posting date, expenses assigned to a non-travel expense report should be submitted within 30 days, but no later than 45 days. After 45 days the transaction is out of policy and daily email notifications are sent from Emburse Expense Monitoring to the cardholder and others based upon the escalation policy below:

• 30-44 days notify cardholder.
• 45-59 days notify cardholder and department delegates.
• 60-89 days notify cardholder, department delegates and department head. At 60 days card could be temporarily suspended.
• 90-119 days notify cardholder, department delegates, department head and Dean/VP or delegate.
  • Reminder: At 90 days, expenses that are not submitted can become taxable to the cardholder. Please see 90-Day Policy.
• 120-149 days notify cardholder, department delegates, Dean/VP and CFO/Controller.
• 150 days if items are not cleared, the system member will mark all items as unallowed and submit and approve the expense report. Then begin a collection process from the employee and place the employee on state hold until the balance is cleared.

Travel Transactions

Based upon the travel end date, expenses assigned to a travel expense report should be submitted within 30 days, but no later than 45 days of the travel end date. After 45 days the transaction is out of policy and daily email notifications are sent from Emburse Expense Monitoring to the cardholder and others based upon the escalation policy below:

• 30-44 days notify cardholder.
• 45-59 days notify cardholder and department delegates.
• 60-89 days notify cardholder, department delegates and department head. At 60 days card could be temporarily suspended.
• 90-119 days notify cardholder, department delegates, department head and Dean/VP or delegate.
  • Reminder: At 90 days, expenses that are not submitted can become taxable to the cardholder. Please see 90-Day Policy.
• 120-149 days notify cardholder, department delegates, Dean/VP and CFO/Controller.
• 150 days if items are not cleared, the system member will mark all items as unallowed and submit and approve the expense report. Then begin a collection process from the employee and place the employee on state hold until the balance is cleared.

Note: Expenses added to a travel expense report prior to the travel start date will be monitored. Any expenses that are not considered prepaid travel expense types will be monitored and communicated as part of the non-travel transaction monitoring policy.