DOCUMENTATION RECONCILIATION AND RECORD RETENTION
Procedure 9-119
Issued By: Campus Purchasing Departments
Issued: 01/24/01
Since Convenience Check transactions are a component of the PCard program, documentation for these reimbursements and purchases will be included with the standard PCard documentation. The Checkbook holder is responsible for obtaining documentation for all Convenience Check transactions. When audited/reviewed, the BSC Manager will be contacted and must be able to provide documentation supporting the business purpose, proper accounting, and proper authorization of all Convenience Check transactions.
Each month the Convenience Check transactions will be included on the monthly PCard statement. Original documentation, including receipts and statement of business purpose, must accompany each Convenience Check transaction and be filed in the BSC with the statement. Files should be maintained by checkbook holder and statement date. See Procedure 9-110, Documentation and Record Retention.
The PCard Business Manager is responsible for reconciling their convenience checkbook on a monthly basis to the monthly PCard statement. The PCard Business Manager must provide to the Manager of Disbursement Services a list of all/any check(s) that are 60 or more days old and provide the payee name, check amount, check issue date as well as a description of the reason for the payment. These checks must be included with the USNH Report of Abandoned Property that is filed annually with the State of N.H.