- Chapter 2
Following is Chapter 2, Records Management, of the
Procard User Guide. There are five chapters in all.The link to the online User Guide is provided to all prospective cardholders at training. For additional details, please contact the Procard Manager in
the Procurement Department at 545-1748.
Each department will assign an individual to be responsible for
records retention (hereinafter referred to as the Procard Records
Manager), or, if a Cardholder so chooses, (s)he may serve as his/her
own Records Manager. It is imperative that all Cardholder records be
maintained in the same manner, as outlined herein, for ease of audit
and reporting purposes.
How do I keep track of my Procard purchases?
The Cardholder will maintain adequate documentation to support the
legitimate business purpose of all transactions made with the
Procard. It is strongly suggested that the Cardholder keep a monthly
log of all his/her purchase transactions conducted against the
Procard, to better track his/her purchases and available budget.
See the Procard Forms page for a sample Procard Log or review the section below. When the
Cardholder places an order with a vendor (via telephone, mail, in
person), (s)he should make note of the transaction in the log.
Should a Records Manager or Cardholder elect to deviate from the
following procedures, and the Post Audit Review Team (PART) discovers
that the Procard Records Manager does not have all the applicable
Cardholder statements and support documentation for each Cardholder
on file in the manner outlined herein, the PART will work with the
Records Manager/Cardholder(s) to insure that the errors are
corrected. However, if the PART is unable to resolve the issues with
the Records Manager/Cardholder(s), the PART will make recommendations
to the Associate Controller for appropriate action, which may include
a reduction in the Cardholder(s) spending/transaction limits, or the
revocation of all Procards in question. See Chapter 4, Post
Cardholder Responsibilities - updated July 10, 2014
WHEN THE GOODS ARE RECEIVED, THE CARDHOLDER SHALL:
- Retrieve the original support documentation (sales receipt, itemized cash register receipt, vendor order form, packing list, etc.). Note that all receipts must contain an itemized description of the items purchased. If the Cardholder has a receipt that reflects only totals, the Cardholder shall list the quantities and items on the back of the receipt, or on a separate piece of paper taped to the receipt.
Place the support documentation in a file folder, with the log, and maintain it in a safe place.
FOR EACH MONTH, IN WHICH THERE IS ACTIVITY, THE CARDHOLDER WILL RECEIVE AN EMAIL ALERT FROM CITIBANK ADVISING THAT A STATEMENT IS AVAILABLE. THE CARDHOLDER SHALL IMMEDIATELY:
- Missing receipts: If the Cardholder is unable to obtain a replacement receipt from the vendor, the Cardholder shall complete the Procard Missing Itemized Receipt/Documentation Affidavit and file it with the monthly statement. This form can be found on the Procard Forms web page. In no way, is the affidavit to be considered a substitute for receipts and good record keeping.
- Log into the Citi site and download/print their statement, then reconcile the statement to the support documentation by comparing the receipts, etc., to the Cardholder statement.
Mark the statement "Approved," and sign and date it upon completion of the reconciliation process.
Tape the support documentation to the Cardholder statement and submit it to your department Procard Records Manager or supervisor for review and signature signoff.
A second signature with the date of the review should be clearly stated.
The reconciled statement with all the supporting documentation should be submitted by the 15th of the month following the statement date.
- Make note of any discrepancies between what appears on his/her statement and what was actually received. The Cardholder should contact the vendor to resolve any outstanding issues (failure to receive goods, fraud, incorrect billing, misuse, incorrect amounts, etc.) Most disputes can be resolved directly with the vendor. If the Cardholder has never heard of the vendor, then it's possible that the card was charged in error, or, that fraud has occurred. Again, try to contact the vendor first. The statement will contain the vendor's name and city and state. Contact Directory Assistance for the vendor's telephone number.
- If the Cardholder is unable to resolve the dispute with the vendor, (s)he should contact the Procard Manager, for help in filing a dispute for the transaction.
- If the Cardholder misplaces his/her support documentation (sales receipt, cash register receipt, vendor order form, packing list, etc.), (s)he may contact the vendor to request a copy. Under no circumstances may the Cardholder approve a statement without first obtaining all the support documentation that goes with it. Where necessary, the Procard Missing Itemized Receipt/Documentation Affidavit can be used.
The Cardholder will keep track of his/her available funds and may not over-expend his/her budget, nor exceed the spending or transaction limitations assigned to their card.
IMPORTANT NOTE - If you serve as your own Records Manager, or your Monthly Card Limit is greater than $5,000, then your supervisor needs to review and sign off on your statements each month.
Manager Responsibilities - updated August 18, 2014
THE PROCARD RECORDS MANAGER SHALL, AT A MINIMUM:
- Have a thorough understanding of the Amherst Campus Fraud Policy.
- Maintain a copy of the Card Application form and the Cardholder Agreement form in the Cardholder's current FY file. Additionally, if any change activity occurs such as limit adjustments or SpeedType funding changes, maintain a copy of the Application & Update Form or related email on file for any audit request.
- Review, briefly, the Cardholder statements and support documentation to ensure that they are complete. Once verification is complete, Records Manager should sign and date the statement to indicate review has been done.
Review the Cardholder’s statement to insure that the Cardholder’s statement was signed and dated. If the Cardholder is also the Records Manager his/her supervisor or department head must sign and date the statement. In addition, in the case of a card on a sponsored grant, the Principal Investigator or his/her delegate must sign and date the cardholder statement. Please use the chart below for help in determining the necessary statement sign offs. One chart is for cards attached to Grant funding and one is for cards attached to non-Grant funding.
- Maintain the Cardholder statements and support documentation in a designated space in a locked steel filing cabinet.
Send a memorandum to the Reporting Authority assigned to the Cardholder's account, if the Cardholder does not submit his/her reconciled statement and support documentation to the Procard Records Manager by the 15th of the month following the statement cycle date, or, if the Cardholder submits inadequate support documentation. A copy of the memorandum must be submitted to the Controller's Office, Accounts Payable Section, and to the Account Administrator (if other than the Cardholder).
Maintain all such records in the manner detailed herein, which should allow for their timely retrieval, as required by internal and external auditors, and by the Controller's Office.
Retain the records for the current and the previous fiscal year. Turn in records older than the previous fiscal year to the Procard Auditor to be placed in storage in a central location in the Controller's Office for an additional eight year period, during which time they will continue to be subject to audit.
Archive all records with the Controller’s Office upon Cardholder's employment termination immediately upon departure from the University or when a Cardholder transfers to another department.
Reconcile to PeopleSoft, on a monthly basis, each Cardholder's Procard statement to be sure charges are posting to the correct budget.
Ensure that for any card with a monthly purchase limit greater than $5,000, that the monthly statement is signed and dated by the Cardholder supervisor as verification of the appropriateness of their purchase transactions.
Comply with the requirement to have your statement signed and dated by your supervisor, if you serve as your own records manager.
- A file folder will be assigned to each Cardholder for each fiscal year, which will be labeled as follows: Fiscal Year - Last Name, First Name - SpeedType/Account Code - Card Expiration Date.
- The file folders will be filed by the Cardholder's last name, first name.
Failure to comply with the procedures outlined herein will result in penalties, which may include a reduction in the Cardholder's authorization limits or the cancellation of the Procard. Again, the PART will work with Records Managers and Cardholders to clarify policies and procedures and to resolve audit issues, so penalties are not imposed. See Chapter 4, Post Audit/Oversight.
Procard Log (Word97 Document)
It is recommended that you use this log, or a similar log of you
own design, to help you to keep track of your Procard purchases and
receipts. The information that it contains also will help you to
reconcile your monthly Procard statement. See the Procard User
Guide, Chapter 2 Procard Record Management, for complete details on
Procard record keeping procedures.
Following are the instructions for how to maintain you Procard
SPEED CHART/ACCOUNT CODE: The Speed Type number and account code assigned
to your Procard.
VENDOR ORDER #: Many vendors will assign an order or a
confirmation number to your shipment. If so, make sure that you make
a note of it here.
DATE ORDERED: The date you placed the order.
HOW?: P = Phone M = Mail I = In Person
VENDOR NAME: The vendor with which the order was placed.
GENERAL DESCRIPTION: A general description of the item(s)
purchased, e.g., office supplies. Line item detail is unnecessary
for the log but is essential on the support documentation
TOTAL PRICE: The total cost of the order. Do not forget
shipping charges, if applicable.
DATE RECEIVED: The date the order was received.
PARTIAL/FINAL?: Was it a partial shipment, or have all items
been received? P = Partial F = Final
RECEIPTS? Y/N: Make sure that you have evidence (proof) of
delivery of the materials (sales receipt, cash register receipt,
vendor order form, packing list, etc.) which contain the line item
detail of all materials you have received. If you don't have, OBTAIN
IT. THIS IS THE CARDHOLDER'S RESPONSIBILITY. It must be available
for audit purposes.
STATEMENT RECONCILED?: Check here when the purchase (whatever you
have that serves as the receipt) has been reconciled and stapled to
your monthly statement. If you find that you are missing
documentation, inform your Records Manager, and request additional
time to obtain/locate the missing receipts(s). The vendor may be
able to provide you with duplicates, if not, complete the Procard
Missing Itemized Receipt/Documentation Affidavit.
Unless a cardholder is required to archive their records on a monthly basis all cardholders may keep the current year’s statements/documents and one previous fiscal year in their department. All other records must be turned in to the Controller’s Office.
- Archive all Canceled Procards Immediately - Archive all records with the Controller’s Office upon Cardholder's employment termination immediately upon departure from the University or when a Cardholder transfers to another department. This would also apply for any Procard canceled due to grant completion or cardholder change of responsibility where a Procard is no longer needed.
Original documents may be submitted to the Controller’s Office annually by card number accompanied by the Procard Archive Submission Form. Records must be organized by month and all supporting documentation must be taped (no staples).
- Email pdf to: firstname.lastname@example.org
- Subject Line: Archive Files
- Scan signed monthly statement and receipts *. The credit card statement should be the first pages of the PDF document followed by the receipts and all other business expense documentation. Redact the credit card number that appears between the Citibank logo and the account number box using the ‘Mark for Redaction’ feature in Adobe Acrobat under Tools - Protection.
*If you need to combine 2 or more pdfs for one month’s archive file: Open with Adobe Acrobat, Tools: Combine files into pdf. Drop files into field arrange and “Combine files”
- Fax documentation to: 413.545.9974
- If you are faxing records, use the labeling as shown below on the fax cover sheet. Fax one month at a time please. The credit card statement should be the first pages of the fax followed by the receipts and all other business expense documentation. Be sure to block out the credit card number that appears between the Citibank logo and the account number box before faxing your records.
- Label for cover sheet
Disposal of Records
- Once records have been transmitted via email or fax, they can be shredded 3 months after submission.