Receipt, Record Keeping & Record Retention

The Fuel Card user will secure and retain receipts that provide complete detail to support each purchase charged to the Fuel Card.

Procedure

Fuel Card User

The Fuel Card user will submit receipts to the vehicle's supervisor/responsible party.

Vehicle's Supervisor/Responsible Party

Responsible for:

  • ensuring the existence and retention of all original receipts providing complete detial of the purchase (including the number of gallons and cost per gallon)
  • ensuring that the charges reflected on the Fuel Card bank statement match the receipts
  • ensuring that the purchases are appropriate and within the University's policies
  • ensuring that the appropriate individuals sign and approve the reconciled bank statements
  1. Supporting receipts are to be stapled to the back of the monthly bank statement (receipts must be sorted in the order that the transactions appear on the bank statement)
  2. The monthly bank statement is to be approved and signed by both the vehicle's supervisor/responsible party and the Department Head
  3. The vehicle's supervisor/responsible party will forward the monthly file to the Fuel Card Administrator in Purchasing within 30 days of the bank statement's closing date

In the event that a receipt does not provide line item detail, a memo signed by the Department Head must be submitted.

The memo must contain the following information:

  1. Line item detail (number of gallons and cost per gallon)
  2. A statement certifying that the purchase is a valid UNM expense
  3. A statement that the purchase has not and will not be submitted on any other form for reimbursement
  4. A statement of how the problem will be avoided in the future

 

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