Any department within the College may apply for a procurement card by contacting the purchasing office at 4307. Each Cardholder will receive a monthly statement from the Bank, usually within a week of the 27 th of the month. In order for the College s General Accounting office to reconcile against the State s central financial accounting system it is vital that all card holders reconcile their bank statement and forward the reconciliation to the Accounts Payable office within 3 to 5 days.
Documentation is required for all purchases and credits.
Itemized sales slip OR Itemized packing slip, OR Itemized cash register receipt, OR itemized repair order attached to Activity Log Sheet. If any documentation is missing, reasonable attempts should be made to obtain a copy of the appropriate documentation from the vendor. A pattern of missing documentation or documentation turned in to accounts payable late may result in the loss of Corporate Purchasing Card privileges. Each Cardholder shall maintain a permanent file with a copy of the Activity Log and supporting documentation for auditing purposes. The files are subject to audit by the Office of the State Comptroller, Office of Legislative Audits, and any other duly authorized auditors.