Approval documentation where travel may be required conference registrations, etc. – Any Purchase Request Forms required by the college or by the academic departments. Explanation of the reason for the purchase, if the business purpose is not immediately apparent. IT Routing approval form. Other supporting documentation that may be required by the college: Evidence of reallocation in Banner Signature of Cardholder or designee demonstrating receipt of item. F. Lost or Unavailable Documentation Contact the merchant directly if the original supporting documentation is lost or if the merchant did not provide it. If the merchant cannot provide documentation, complete the Documentation of Lost or Unavailable Transaction Information Form (sample included in the Appendix of this handbook). G. Tracking Purchases Each Cardholder is responsible for tracking all charges made on their procurement card. All Procurement card files should be kept in a secured location. Best practice is for all documentation for each individual transaction be stapled together and kept in chronological order. Other ideas for a complete file include: Retaining documentation in a file or envelope including letters, hand-prepared order information with signatures, etc. Retaining the authorizing documentation and maintain a log of all purchases. Some supervisors may require employees to maintain a log. An example of a Procurement Card Transaction Log is in the Appendix. See also Section L, Record Retention. Documentation should be retained as purchases are made to aid in month-end reconciliations. H. Allocating/Reallocating Transactions A default organization and account code is established when a card is authorized. Transaction charges are initially posted to the default codes. Each transaction must be reallocated to an account/commodity code and, in some instances, a different organization code. This responsibility may be assigned in writing to the Cardholder or a delegate. Transaction information is downloaded to the college from Citibank. Through the Banner System, cardholders have the capability to review their transactions in the FAAINVT screen. Each time a transaction is posted to a cardholder’s account, an automatic e-mail is generated from the Banner System notifying the cardholder that there is a charge ready to be reviewed and reallocated. The
Approval documentation where travel may be required – conference registrations, etc. Any Purchase Request Forms required by the college or by the academic departments. Explanation of the reason for the purchase, if the business purpose is not immediately apparent. IT Routing approval form. Other supporting documentation that may be required by the college: Evidence of reallocation in Banner Signature of Cardholder or designee demonstrating receipt of item. F. Lost or Unavailable Documentation Contact the merchant directly if the original supporting documentation is lost or if the merchant did not provide it. If the merchant cannot provide documentation, complete the Documentation of Lost or Unavailable Transaction Information Form (sample included in the Appendix of this handbook). G. Tracking Purchases Each Cardholder is responsible for tracking all charges made on their procurement card. All Procurement card files should be kept in a secured location. Best practice is for all documentation for each individual transaction be stapled together and kept in chronological order. Other ideas for a complete file include: Retaining documentation in a file or envelope including letters, hand-prepared order information with signatures, etc. Retaining the authorizing documentation and maintain a log of all purchases. Some supervisors may require employees to maintain a log. An example of a Procurement Card Transaction Log is in the Appendix. See also Section L, Record Retention. Documentation should be retained as purchases are made to aid in month-end reconciliations. H. Allocating/Reallocating Transactions A default organization and account code is established when a card is authorized. Transaction charges are initially posted to the default codes. Each transaction must be reallocated to an account/commodity code and, in some instances, a different organization code. This responsibility may be assigned in writing to the Cardholder or a delegate. Transaction information is downloaded to the college from Citibank. Through the Banner System, cardholders have the capability to review their transactions in the FAAINVT screen. Each time a transaction is posted to a cardholder’s account, an automatic e-mail is generated from the Banner System notifying the cardholder that there is a charge ready to be reviewed and reallocated. The
CCCS-PCard-Pgm-College-level-Handbook.docx