Procurement & Campus Services
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
WHEN THE GOODS ARE RECEIVED, THE CARDHOLDER SHALL:
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:
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.
THE PROCARD RECORDS MANAGER SHALL, AT A MINIMUM:
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 Log:
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 (receipt).
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.