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