You will normally receive or have access to various documentation for your purchases:
Sales slip or register receipt
Packing list
Order form
Fax confirmation
E-mail note or confirmation
Web page orders- Screen print of the order page or order confirmation
Keep at least one of these types of information as back-up documentation for your periodic reconciliation. Record your purchase or order on thePurchasing Card Record Formand store your order confirmation and/or receipt documentation along with it in a folder.
Every two weeks you will receive a credit card statement of your purchasing activity for that card. If no purchases were made, you will obviously not receive a statement. Check the statement against your receipt documentation and make sure you have some sort of documentation for each purchase reported on the statement. Staple all corresponding receipts to the back of the statement . Both the cardholder and the approver must sign the US Bank credit card statement in designated area. Place the completed Procard Record Form on top and staple all together. It will be required to send in these documents on a monthly basis to Gail Anderson- 8 North Hall- Procurement Services starting with Fiscal year 07-08.
