|
Receipt Requirements
Receipts are the critical part of the PCard program. Accurate, detailed records of PCard purchases allows PCard administrators, UF and State auditors to verify and audit your purchases for compliance with University and State policy, rules and statutes.
Your receipt must include specific information:
Unit Cost of each item purchased,
Description of each item purchased
Total cost of purchase
Vendor name and address
Date of purchase and/or
Date of Goods Received
Remember a receipt may be a:
Cash register receipt
Fax confirmation
E-mail
Completed Web order form
Completed mail order form
IMPORTANT: Cardholders must turn their receipts into Reconciler/Approver within 3 calendar days of the purchase.
It takes about 3 - 5 days for charges to appear in PeopleSoft.
Here's what to do with the paper receipts from PCard purchases:
-
All PCard transactions must have proof that the goods were received.
-
Cardholders MUST get receipt or appropriate purchase documentation to verifier/approver within 3 days of purchase.
-
Cardholders or the person actually receiving the goods must sign the receipt or other supporting documentation as proof. The signed document must be included in the documentation which is fax imaged.
- These signatures certify that the attached documentation represents payment for PCard charges that have been received, that they are appropriate expenditures in accordance with PCard training and provide a direct benefit to the University.
-
The TAR number of the Travel Reimbursement Voucher, should be written on the receipt or invoice.
- Fax all PCard documentation with the Fax Cover Sheet to 352-846-1020.
Note: Departments must be able to show that a Travel Expense Report was filed for all travel PCard purchases. A copy of receipts must be sent forward to the Travel Department when you file your Travel Expense Report in PeopleSoft. If your receipts are not in good order, and/or PCard transactions are not approved in a timely manner, it is considered misuse of the PCard
|
