Regular account monitoring supports responsible card use, reduces risk and helps prevent delays, errors or account suspension. One Card cardholders should understand expectations for managing transactions and maintaining accounts to keep them in good standing.
Transaction Posting
Transaction Posting
Each business day, MasterCard sends transactions to PeopleSoft Financials, which are then posted to the MyWallet feature in the Travel & Expenses (T&E) module.
Cardholders or their assigned delegate should move transactions into an expense report (ER) promptly. Each charge must include a matching receipt and any required additional documentation outlined on the Purchasing With One Card page.
Notifications
When new transactions appear in MyWallet, the system sends cardholders an email notification. Cardholders, custodians and financially-responsible individuals (or the MUHC Controller鈥檚 Office) receive reminder emails if transactions are not moved into an expense report, depending on card type.
Shared Services sends reminder emails to fiscal reviewers for any expense reports older than 14 days. Temporary card suspension may occur if expense reports remain pending and are not submitted within 30 days.
Reminders & Escalation
Reminders & Escalation
One Card
- 21 days: Shared Services sends a reminder.
- 25 days: PeopleSoft sends a reminder.
- 30 days: Shared Services sends another reminder.
- 40 days: Notification to cardholder and financially-responsible Individual/MUHC Controller鈥檚 Office and the cardholder鈥檚 account is suspended.
Student One Card
- 25 days: PeopleSoft sends a reminder.
- 30 days: Shared Services sends a reminder.
- 40 days: Notification to financially-responsible individual and the account is suspended.
Reconciliation
Reconciliation
Cardholders must reconcile transactions within 45 days. Reconciliation requires:
- Confirming the correct funding (chartfield string) has been applied.
- Adding required notations in the expense report for transactions that need additional documentation.
- Verifying each transaction has a matching receipt attached to the expense report
- Validating the Certify Statement before submitting the expense report for approval.
Fiscal Reviewers must reconcile individual receipts to the online transaction file. For detailed instructions, refer to the .
Disputing Charges
If a charge is incorrect, unauthorized or requires further review, contact the merchant to resolve it. If the issue remains, the cardholder or entry delegate should initiate a dispute via the One Card Dispute Form within 60 days of the transaction date. Shared Services will review and, if needed, submits the dispute to the bank. The bank works directly with the cardholder until resolution.
If you encounter a personal charge or suspicious card activity, see Account Changes & Card Management for instructions.
Naming Delegates
Cardholders or departments may appoint one or more entry delegates to complete reconciliation within PeopleSoft. Entry delegates may:
- Move transactions into expense reports
- Attach receipts and required documentation
- Complete reconciliation steps on behalf of the cardholder
Delegates can be assigned in two different ways within PeopleSoft T&E. For setup instructions, refer to the .
Training & Support
Training & Support
Shared Services provides a variety of training resources to support faculty and staff, including self-paced guides and instructor-led workshops covering purchase order (PO) and Non-PO vouchers, travel and expense reporting and supplier management. Whether you're a first-time user or need a refresher, explore training options to get the most out of the University鈥檚 tools and systems.