Your Purchasing Card may be subject to additional restrictions . If your Purchasing Card is linked to a grant account, any restrictions on the grant must be observed in addition to those for the card. Proper Documentation Cardholders must keep all signed and dated packing slips , original invoices , and receipts for each transaction. A signed and dated copy of the transaction log, with invoices and receipts attached, must be kept on file by the cardholder's department for three years plus the current year. Cardholder Responsibilities Cardholders are required to reconcile their Purchasing Card transaction log with the American Express statement each month.
Timely reconciliation is essential.
After reconciliation is complete, cardholders and their supervisors must sign and date each monthly statement. Even cardholders who had no charges in a particular month and received no statement must give their supervisors a signed and dated transaction log stating that no purchases were made. Cardholders must submit this document to their department's fiscal administrator. Cards that have had no charges for over six months will be de-activated unless the cardholder can provide reasonable justification for keeping it active. If you have any questions, please contact our Assistant Purchasing Card Administrator .