Approval documentation where travel may be required – conference registrations, etc. Any Purchase Request Forms required by the college or by the academic departments. Explanation of the reason for the purchase, if the business purpose is not immediately apparent. IT Routing approval form. Other supporting documentation that may be required by the college: Evidence of reallocation in Banner Signature of Cardholder or designee demonstrating receipt of item. F. Lost or Unavailable Documentation Contact the merchant directly if the original supporting documentation is lost or if the merchant did not provide it. If the merchant cannot provide documentation, complete the Documentation of Lost or Unavailable Transaction Information Form (sample included in the Appendix of this handbook). G. Tracking Purchases Each Cardholder is responsible for tracking all charges made on their procurement card. All Procurement card files should be kept in a secured location. Best practice is for all documentation for each individual transaction be stapled together and kept in chronological order. Other ideas for a complete file include: Retaining documentation in a file or envelope including letters, hand-prepared order information with signatures, etc. Retaining the authorizing documentation and maintain a log of all purchases. Some supervisors may require employees to maintain a log. An example of a Procurement Card Transaction Log is in the Appendix. See also Section L, Record Retention. Documentation should be retained as purchases are made to aid in month-end reconciliations. H. Allocating/Reallocating Transactions A default organization and account code is established when a card is authorized. Transaction charges are initially posted to the default codes. Each transaction must be reallocated to an account/commodity code and, in some instances, a different organization code. This responsibility may be assigned in writing to the Cardholder or a delegate. Transaction information is downloaded to the college from Citibank. Through the Banner System, cardholders have the capability to review their transactions in the FAAINVT screen. Each time a transaction is posted to a cardholder’s account, an automatic e-mail is generated from the Banner System notifying the cardholder that there is a charge ready to be reviewed and reallocated. The
Determine the Violation Status for the transaction based on the following guidelines. Violation – A transaction where the Cardholder has not provided documentation from the merchant but the charge appears to be reasonable for state business is to be considered a card violation. A Procurement Card Violation Warning Form does not need to be completed if the Approving Official believes that there has been no willful or negligent action on the part of the Cardholder and the charges appear reasonable for state business. Considerations in determining willful or negligent default include: a) The Cardholder has tried and been unable to obtain documentation from the merchant. b) The Cardholder is normally responsible and consistent with providing acceptable documentation. Action: A copy of this completed form is to be kept with the Cardholder’s statement that lists this transaction. Violation and Potential Inappropriate Purchases – A transaction the Cardholder has not provided documentation from the merchant and the charge does not appear to be reasonable for state business. Action: A Procurement Card Violation Warning Form needs to be completed. CCCS Procurement Card Transaction Log Cardholder Name: Month, Year Page of Vendor Ref.# or Transaction ID # Date Ordered Vendor Name Description by Line Item Price Project/Account Number Date Received MBE or WBE* *MBE – Minority Business Enterprise
1799 CONTRACTOR, SPECIAL TRADE 2741 MISCELLANEOUS PRINTING AND PUBLISHING 2791 TYPE SETTING AND RELATED SERVICES POLISHING, SANITATION PREPARATIONS Airlines Car Rental Agencies 3357, 3366, 3389, 3393, 3405 only 3357 HERTZ 3366 BUDGET RENT-A-CAR 3389 AVIS RENT-A-CAR 3393 NATIONAL CAR RENTAL 3405 ENTERPRISE RENT-A-CAR Hotels & Resorts 4011 RAILROADS--FREIGHT HOME SUPPLY 4111 TRANSPORTATION - SUBURBAN, LOCAL COMMUTER 4112 PASSENGER RAILWAYS 4119 AMBULANCE SERVICES 4121 LIMOUSINES AND TAXICABS 4131
5996 SWIMMING POOLS - SALES AND SERVICE 5997 ELECTRIC RAZOR STORES - SALES AND SERVICE TENT AND AWNING SHOPS 5999 MISCELLANEOUS AND SPECIALTY RETAIL STORES 6010 MEMBER FINANCIAL CASH DISBURSEMENTS 6011 MEMBER FINANCIAL CASH DISBURSEMENTS 6012 MEMBER FINANCIAL AND SERVICES 6050 QUASI CASH--MEMBER FINANCIAL INSTITUTION 6051 QUASI CASH--MERCHANT 6211 SECURITY BROKERS/DEALERS 6300 INSURANCE-SALES & UNDERWRITING 6381 INSURANCE-PREMIUMS 6399 INSURANCE-NOT ELSEWHERE CLASSIFIED 6513 REAL ESTATE AGENTS AND 6529 REMOTE STORED VALUE LOAD--MEMBER FINANCIAL INST-MC 6530 REMOTE STORED VALUE - MC MERCHANT
6531 PAYMENT SERVICE PROVIDER - MONEY TRANSFER FOR A PURCHASE 6532 PAYMENT SERVICE PROVIDER - MEMBER FINANCIAL INSTITUTION 6533 PAYMENT SERVICE PROVIDER - 6534 MONEY TRANSFER--MEMBER FINANCIAL INSTITUTION 6535 VALUE PURCHASE-MEMBER FINANCIAL INSTITIUTION 6611 OVERPAYMENTS 6760 SAVINGS BONDS 7011 LODGING NOT SPECIFIED 7012 TIMESHARES 7032 SPORTING AND RECREATIONAL CAMPS 7033 TRAILER PARKS AND CAMPGROUNDS 7210 CLEANING, GARMENT, AND LAUNDRY SERVICES 7211 LAUNDRY SERVICES - FAMILY AND COMMERCIAL 7216 DRY CLEANERS 7217 CARPET AND UPHOLSTERY CLEANERS 7221 PHOTOGRAPHIC SUPPLIES 7230 BARBER AND BEAUTY SHOPS 7261
7251 HAT CLEANING, SHOE REPAIR AND SHOE FUNERAL SERVICES AND CREMATORIES 7273 DATING, ESCORT SERVICES 7276 TAX PREPARATION SERVICES 7277 DEBT, MARRIAGE, PERSONAL COUNSELING 7278 BUYING/SHOPPING CLUBS, SERVICES 7280 NO LONGER USED - VISA 7295 NO LONGER USED - VISA 7296 COSTUMES, UNIFORMS - CLOTHING RENTAL 7297 MASSAGE PARLORS 7298 HEALTH AND BEAUTY SPAS 7299 Miscellaneous Personal Services - not elsewhere classified 7311 ADVERTISING SERVICES 7321 CONSUMER CREDIT REPORTING AGENCIES 7322 DEBT COLLECTION AGENCIES 7332 BLUEPRINT AND PHOTOCOPYING SERVICES 7333 COMMERCIAL ART, GRAPHICS, PHOTOGRAPHY
7338 COPY - COPY AND REPRODUCTION SERVICE 7339 STENOGRAPHIC and Secretarial Support 7341 WINDOW CLEANING SERVICES 7342 EXTERMINATING AND DISINFECTING SERVICES 7349 CLEANING AND MAINTENANCE, JANITORIAL SERVICE 7361 EMPLOYMENT AGENCIES, GYATEMPORARY HELP AGENCY 7372 COMPUTER PROGRAMMING, DP SERVICES 7375 INFORMATION RETRIEVAL SERVICES 7379 COMPUTER MAINTENANCE, REPAIR AND SERVICES 7392 CONSULTING, MANAGEMENT AND PR SERVICES 7393 DETECTIVE AGENCIES, SECURITY SERVICES 7394 EQUIPMENT RENTALS, FURNITURE RENTAL 7395 PHOTO DEVELOPING, PHOTOFINISHING 7399 BUSINESS SERVICES, OTHER 7511 TRUCK STOP TRANSACTIONS 7512 AUTOMOBILE RENTAL 7524
8241 SCHOOLS, CORRESPONDENCE 8244 SCHOOLS, BUSINESS AND SECRETARIAL 8249 SCHOOLS, VOCATIONAL 8299 SCHOOLS AND EDUCATIONAL SERVICES CHILD CARE SERVICES 8398 ORGANIZATIONS, CHARITABLE AND SOCIAL 8641 ASSOCIATIONS, SOCIAL AND FRATERNAL 8651 ASSOCIATIONS, POLITICAL 8661 ORGANIZATIONS, RELIGIOUS 8675 ASSOCIATIONS, AUTOMOBILE 8699 ORGANIZATIONS, MEMBERSHIPS, OTHER 8734 TESTING LABORATORIES, NON-MEDICAL 8911 ARCHITECTURAL, ENGINEERING SERVICES 8931 ACCOUNTING, AUDITING AND BOOKKEEPING SERVICE 8999 PROFESSIONAL SERVICES-OTHER 9211 COURT COSTS, INCLUDING CHILD SUPPORT
9222 FINES 9223 BAIL AND BOND PAYMENTS 9311 TAX PAYMENTS 9399 GOVERNMENT SERVICES - OTHER 9401 "I-PURCHASING" PILOT - INTERNAL TO MASTER CARD 9402 Postal Services - Government Only 9405 INTRA-GOVERNMENT PURCHASES 9411 GOVERNMENT LOAN PAYMENTS 9700 AUTOMATED REFERRAL SERVICE 9701 VISA CREDENTIAL SERVER 9702 GCAS EMERGENCY SERVICES (VISA ONLY) 9751 U.K. SUPERMARKETS, ELECTRONIC HOT FILE 9752 U.K. PETROL STATIONS, ELECTRONIC HOT FILE 9753 INTRA-COMPANY PURCHASES 9950 INTRA-COMPANY PURCHASES (VISA)