ABS P-card sign-off deadline

Oklahoma Office of Management and Enterprise Services sent this bulletin at 02/13/2025 10:00 AM CST

Chief financial officers and purchase cardholders,

Agencies using OMES Agency Business Services are now required to sign off on all purchase card transactions in Works by 3 p.m. on the first business day of each month. This change is effective immediately, meaning purchase cardholders should sign off on all February transactions by 3 p.m. on Monday, March 3.

The new deadline will give ABS enough time to edit and finalize transactions in Works by the statewide billing cycle deadline. If cardholders do not sign off on all transactions by the first business day of the month, ABS will sweep the remaining transactions.

Please review the responsibilities and best practices listed below to help with an efficient and accurate sign-off process each month.

Cardholder responsibilities

According to the 2025 P-card Policy and Procedures, cardholders must:

Establish encumbered funds by creating an authority order before making any P-card purchases.
Attach receipts or supporting documentation to all transactions.
Accurately input the correct funding information for each transaction. Work with your agency team to determine the correct funding information if you are unsure.
- The Account Holders and Accountants Guide includes more information about entering and editing transactions. ABS' guidance is to edit all transactions as they are entered.

P-card best practices

While not mandated by statewide policy, ABS recommends the following practices to prevent delays in sign-off at the end of the month:

Cardholders: Complete the sign-off process in Works within three business days of a purchase posting, which includes uploading receipts, proper coding and any prepurchase approvals.
- If a delay is necessary due to issues with shipping, delivery verification, fraudulent charges or vendor disputes, document the reason for the delay within the three-business-day window.
Approving officials: Review and approve each P-card purchase in Works within three business days of the cardholder's sign-off.

This new deadline will help ABS better serve our agency partners and meet the statewide billing cycle deadline. If you have questions about the new P-card timeline, contact absp2p@omes.ok.gov.

Thank you for your partnership,

Thomas Walker
OMES Chief Financial Officer

State of Oklahoma • Office of Management and Enterprise Services • 2401 N. Lincoln Blvd., Oklahoma City, OK 73105
oklahoma.gov/omes

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