Cashier receipt Supplier invoice Credit card slip (with itemized pricing) Copy of order form or application (that includes pricing) Packing slips are allowed only when provided with pricing detail or in conjunction with one of the above
DOCUMENTATION AND RECORD RETENTION
Procedure 9-208
Issued By: Campus Purchasing Departments
Issued: 04/15/97
The Department Account Manager maintains the official record of all Purchasing Card transactions. There will be no record of the transactions administered centrally. When audited, the department will be contacted to provide documentation supporting the business purpose of all Purchasing Card transactions under review. Lack of original documentation is a cardholder violation which could be viewed as a personal purchase and subject to the consequences of misuse as stated in Procedure 9-202, Role and Responsibilities.
Each month a statement of all purchases will be generated. The cardholder, account manager and business manager may each receive copies. Original receipts supporting each purchase shall be attached to the account manager's copy of the statement and filed. It is important to stress that the cardholder is responsible for assuring that proper documentation is submitted in a timely manner.
Each Purchasing Card transaction must be supported by one or more of the following forms of original documentation:
Cashier receipt
Supplier invoice
Credit card slip (with itemized pricing)
Copy of order form or application (that includes pricing)
Packing slips are allowed only when provided with pricing detail or in conjunction with one of the above
Collectively, the documentation must contain the following information:
Description of what was purchased Business purpose (can be hand written) Date of purchase Supplier name and location Quantity and cost of each item purchased Total cost of purchase |
RETENTION
Departments are responsible for filing the documentation supporting the purchase. Departmental filing systems must be set up consistently in order to retrieve, upon request, the documents supporting any purchasing card transaction. Account managers should file reconciled statements with supporting documentation attached, chronologically by cardholder.
Departments, institutes and centers are responsible for maintaining all documentation for all their purchasing card transactions in accordance with the proper documentation procedures. Records must be retained for three years after the fiscal year end.
For grants and contracts (per OMB Circular A-110 subpart C.53), all supporting documentation for purchases made must be retained for a period of three years from the date of submission of the final expenditure report for the grant or contract. In addition, grants and contracts may have longer time periods specified in the award terms and conditions. Departments should ensure compliance with all other sponsoring agencies. These should be reviewed and noted at the time the award is made to ensure compliance. It is recommended that the retention time line be reviewed periodically.