Procurement Card Acceptable Documentation

Each transaction charged to the Procurement Card must be supported by an acceptable form of supporting documentation.

Supporting documentation includes any of the following:

  • Original detailed receipt from the vendor
  • Copies or facsimiles of the original receipt
  • Priced packing lists
  • Printout of email order confirmation for online orders placed

They must include all of the following information:

  • Vendor name and other relevant vendor information (address, phone, etc.)
  • Transaction date
  • Transaction total
  • Itemized description of items purchased

For phone orders, ask the vendor to include a sales receipt in the package.

For Internet orders, print the online order confirmation or print a copy of the confirmation email received from the vendor.

Hotels:

Print out of the reservation confirmation and a paid receipt showing only room and tax charges needs to be obtained.

Group Travel:

A detailed invoice or reservation confirmation showing a list of all passengers on the trip will need to be attached to any other additional documentation.

International Airfare:

Travel outside of the United States must be approved prior to traveling according to the criteria below:

  • Travel associated with academic units must submit foreign travel approval signed by their department head, dean, and the Provost, unless the travel is associated with the China Branch campus.
  • Travel associated with the China Branch campus must submit foreign travel approval signed by the Vice President for Research and Economic Development.
  • Travel associated with other administrative duties must submit foreign travel approval signed by the President.

A copy of the approval must be kept on file along with the other backup documentation. A detailed invoice or reservation confirmation showing a list of all passengers on the trip will need to be kept on file. Also, a paid receipt from the vendor showing the amount charged to the card needs to be obtained as well.

Tours/Tickets:

A detailed invoice or reservation confirmation and a paid receipt from the vendor showing the amount charged to the card needs to be obtained.

Notes:

  • All food transactions must have a detailed itemized receipt showing all of the items that were purchased. A credit card charge slip showing a total amount for the transaction does not suffice as back up for food purchases.
  • Smaller receipts must be taped (not stapled) to a sheet of paper to prevent loss. Multiple, smaller receipts can be affixed to a single sheet of paper. When taping receipts to paper kindly make sure not to mask any of the relevant information on the documentation.
  • For transactions involving job posting advertisements, a copy of the job posting advertisement should be kept along with the Procurement Card documentation.

If documentation has been lost or misplaced, contact the vendor for a duplicate copy. If a duplicate copy is impossible to obtain, complete a Purchasing Card Missing Receipt Form and forward to the Department Reconciler. Repeated use of the Missing Receipt Form will subject the cardholder to loss of privileges.