If you need to fax an order, request that the vendor phone you to receive your credit card number. Whenever a credit card purchase is made either over the counter or over the phone, documentation shall be retained as proof of the purchase. Original support documentation along with a copy of the monthly statement MUST BE maintained at the departmental level for each card . Support documentation includes original sales documents, packing slips, invoices, cash register tapes, credit card slips, etc. A purchase log may be maintained by the Cardholder or the department, but is not mandatory.
Proper records are critical to enable audit substantiation.
The careful matching of complete support documentation to the statement is vital to the success of this program. All charges must be verified. The original signed statement must be received by the Card Payment Coordinator in Accounts Payable by the 10th of each month. This information will be transmitted from the Bank directly to Accounts Payable each month. The charges will be processed for payment, using the cost center and account number assigned based on the purchase.