bluCard and Travel Study Card Transaction (TSC) Reconciliation
Before the purchase is made, the cardholder obtains pre-approval from their approver.
Once the purchase is made, the transaction will import into the BFS staging table, typically after 3 business days.
Reconcilers (usually the cardholder, but could be a separate Reconciler) then reconciles the transaction in BFS and changes the transaction's status to 'Verified' which then sends the transaction for approval.
The approver then reviews and approves the transaction in BFS, by changing the transaction's status to 'Approved' by the 15th day after the transaction was imported into the BFS staging table.
Training Materials
How to Reconcile bluCard and Travel Study Card Transactions in BFS
Travel and Entertainment Card (T&E Card) Reconciliation
Once the purchase is made, it will usually load to the cardholder's wallet in the BFS Expense Module after a business day or two.
Preparers (usually the cardholder, but could be their proxy) must then reconcile the Travel and Entertainment Card transactions by allocating the wallet transactions to an expense report in the expense module and submitting the report for approval prior to 60 days after the trip and/or event end date. Reports submitted after 60 days will be subject to the standard taxation as outlined by the IRS, even if the purchase was made by using a T&E Card.
Departmental approvers (the cardholder's supervisor and/or chartstring/policy reviewer, as well as executive approver, if required) must review and approve these transactions in the expense module.
Prior to final approval, reports may be audited by exceptional approvers and/or the Accounts Payable audit team.
Ensuring Your Transactions Pass Card Program Audit
Ensure that your documentation tells the story of your transaction. Someone from outside your unit should be able to fully understand why the purchase was made based on your paperwork.
If something went wrong with your transaction or is out of the ordinary, please make a note to the file detailing what happened.
If you have a question about your documentation or transaction, please email creditcard@berkeley.edu and the Card Program team will be happy to help you figure out the best way to move forward.