Procard Purchase Documentation
Who is Responsible for What?
- Cardholder - Person responsible for
charges on the card and the completion of purchase for the
transaction log
- Reviewer - Person responsible for reviewing appropriateness of
charges
- Remember - A reviewer may not review his/her own transactions
Procard
Log (PDF)
Instructions for Completing the
Procard Log (PDF)
Accounting
- Transactions are charged to a default Peoplesoft department ID on
each card
- Transactions will be reallocated by Cardholder or proxy on line in
Peoplesoft
Daily Record Keeping
- Complete SU Transaction Log (required)
- Show enough detail to answer to an auditor why the purchase was
made
- Keep all documentation - Receipts, Packing Slips, Credits, etc. for
purchase
- May want to use envelope
- Reconciliation of Procard transactions in Peoplesoft
Weekly a detail summary of transactions is provided to the cardholder
Monthly VISA Statement Reconciliation
-
VISA downloads data daily to the Procurement Card Management System
Website
- Monthly VISA Statement mailed directly to Cardholder
Discrepancies
- Purchase doesn’t show on Visa Statement
- Transfer to next month’s log; should clear next statement
- Billed Erroneously
- Contact Vendor to resolve discrepancy
- If not satisfied, send disputed item form to Procurement within 30
days of statement
End of Month Review
- Be sure you were billed correctly
- Reconcile VISA Statement
- Sign the Purchasing Card Transaction Log
- Put all receipts, related papers, log, & Visa statement together
- Forward to your Departmental Reviewer
- Forward all documentation to the PCPA (HH-222) no later than the
15th of the month following the statement date.
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