We’ve recently completed several process improvement projects related to the ProCard/GoCard program and are excited to share them with you.
Cardholder Activity Loaded to CFS DAILY
After several rounds of testing, we’ve successfully automated the data feed of cardholder transaction activity from US Bank to CFS. With this automation, each day CFS will receive ProCard/GoCard data for transactions posted to US Bank the previous business day. This means:
- Campus cardholders will be able to reconcile transactions throughout the entire statement period – no more waiting for statement activity to be uploaded to CFS.
- CFS will reflect a more ‘real-time’ picture of activity to date.
To aid in tracking reconciliation progress through the month, we recommend cardholders utilize the ‘Reconciled’ checkbox on the transaction detail panel in CFS. Please refer to the screenshot below.
Figure 1: New ‘Reconciled’ checkbox (click on image to enlarge).
There are no changes to statement reconciliation submission deadlines or the submission process. Please note: there will likely be a small period of time each month when cardholders see more than one statement available in CFS (a recently closed billing cycle and the current open billing cycle).
Workflow Driven Notifications
Communications regarding submitted statement reconciliations between the ProCard/GoCard Program Coordinator and campus cardholders are common, often requiring additional documentation, receipts or further information. To streamline the efforts, we worked with IT to expand our internal workflow and implement system-driven communications via OnBase. Doing so allows our team to more effectively communicate and track outstanding activity throughout the reconciliation process.
Updated Application Form
Intro to Finance (FIN 101) has long been a prerequisite for campus employees to receive a ProCard/GoCard. To ensure timely processing of new cardholder applications, the ProCard/GoCard Application now allows users to attach a copy of their CSULearn training transcript, documenting the requirement has been met.