The procurement card should be kept in an accessible but secure location and the account number on the procurement card should not be posted or left in a conspicuous place. Reconciliation Cardholders must maintain a log of their purchases to track purchasing activity and to reconcile the monthly charge card statements. Transaction envelopes are available through the Procurement Department and are recommended to assist cardholders in securing receipts and logs. Supervisors are required to review and approve logs on a monthly basis. Random audits are conducted to ensure this relatively simple requirement is met.
Compliance is critical to the program's success.
Call or go to the vendor's place of business and place the order. Give the vendor the account number and expiration date on your procurement card. The vendor will verify the account number with the card company. For telephone and catalog orders, make sure to give the merchant your complete campus mailing address as well as your name, which should be indicated on the outside of the package. You should instruct the merchant to ship directly to your departmental address.