Notes

In the event that an original source of supporting documentation does not provide line item detail (item description, quantity, and dollar amounts), the following information must be included:

A fax from the vendor providing line item detail (item description, quantity, and dollar amounts)

or

An online order form for internet purchases that provides line item detail (item description, quantity, and dollar amounts)

or

The following information may be entered on the original that is available:

  • Line item detail (item description, quantity, and dollar amounts)
  • A statement certifying that the purchase is a valid UNM expense
  • Cardholder signature

If an original source of supporting documentation is not available and a faxed, photocopy or online order form is the only source available, the following information must be included:

  • Details of why the original is not available
  • A statement must be entered on the form that the purchase has not and will not be submitted on any other form for reimbursement
  • Cardholder signature

If an original source of supporting documentation is lost or is not available and copies can't be obtained, the following information must be included in a memo addressed to the PCard Administrator:

  • Details of why the original is not available
  • Line item detail (item description, quantity and dollar amounts)
  • A statement certifying that the purchase is a valid UNM expense
  • A statement that the purchase has not and will not be submitted on any other form for reimbursement
  • A statement of how the problem will be avoided in the future
  • Cardholder signature
  • Dean, Director, or Department Head signature

 

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