Review Procedures
Weekly Review
Weekly, the Fuel Card Administrator will review various reports provided by the system. The Fuel Card Administrator will note any unusual activity for a vehicle on the Review Report.
Random Reviews
- The vehicle's supervisor/responsible party may be reviewed on a random basis.
- The Fuel Card Administrator or reviewer(s) from the appropriate accounting office will interview the vehicle's supervisor/responsible party and his/her supervisor to ascertain the department's level of compliance with UNM Policies and Procedures. The Supervisor's Review Questionnaire may be used by the reviewer(s).
- The reviewer(s) will review one or more motnhs of the department records and may complete the Check List on Fleet Card Documentation and the Review Report. The reviewer(s) will check for the following:
- ensure the existence and retention of all original receipts providing complete detail of the purchase
- ensure that the cahrges reflected on th ePurchasing Card Bank Statement agree to the receipts
- ensure that purchases are appropriate and within the University's Policies
- ensure that appropriate signatures are found on the reconciled bank statements
- There may be additional reviews of the documentation held by the Fuel Card Administrator. These reviews would include allowability of purchases charged to contracts and grants, and/or excudability of purchases for purposes of the Facilities and Administrative rate.
- All reports completed by the reviewer(s) will be sent to the fuel Card Administrator for file maintenance. Any violations found during the review will be addressed as stated in the Violations section of this procedure.