Weekly/Monthly Review

The Purchasing Card Administrator reviews various reports provided by the system. The Purchasing Card Administrator will note any unusual activity for a Cardholder and will send written notification to the Cardholder and the Cardholder's supervisor and/or manager.

The Purchasing Card Administrator will review all monthly files. This review is intended to ensure the following:

  • Proper completion of the Transaction Log, including necessary signatures that support each transaction
  • The existence and retention of original supporting documentation
  • Reconciliation of the Purchasing Card Bank Statement to the Transaction Log and supporting receipts
  • Appropriate allocation (index/account code)
  • Business purpose and approval of purchases
  • Sales tax was not assessed and paid
  • Purchases are appropriate and within the University's Policies
  • Unusual activity
  • Incremental/split purchases
  • Services with unapproved vendors

 

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