Card Users
Responsibilities | Purchasing With A PCard | Receipts | Statements | Declines | Card Expiration | Disputes | Returns or Credits | Account Changes | Canceling A PCard | Lost or Stolen Cards |
PCard Reviews | Control Program Compliance

Receipts

In order to properly reconcile a PCard transaction, a Cardholder must maintain all receipts, itemized register receipts, invoices and/or receiving documents and file with the MasterCard Transaction Control Log following a sales transaction.

All Departments/Divisions will maintain records of each procurement card transaction and the supporting documentation in an auditable state for the current fiscal year and seven complete prior fiscal years for expenses excluding federal grants or awards. All records pertinent to a federal grant or award must be retained until three years after the date of submission of the final expenditure report in compliance with granting authority regulations. Procurement Card transaction documentation and monthly reconciliations will be subject to audit by the Procurement Card Office and/or Internal Audit.

Documentation must support the propriety of the transaction and contain the following information:

  • Vendor name
  • Detail listing of goods purchased, including item description, quantity and price
  • Transaction date
  • Total dollar amount of purchase

Examples of acceptable supporting documentation includes, but are not limited to:

  • Original sales receipt or invoice
  • Original packing slip (only if it includes the price)
  • Original cash register receipt
  • Internet confirmation with amount of purchase prices listed from a printed email (if there is no packing slip with the goods when received)
  • Original copy of order form or application

Business meal transactions must include names of attendees and business purpose in the documentation to comply with Internal Revenue Service (IRS) regulations. If there is a large number of attendees, listing the type of group is acceptable.

EXAMPLE OF RECEIPT: 

Blue Clean Plate Club 
2902 12th Ave. South
Nashville, TN 37214
Phone (615) 555-5866   
**************************************************
Date      2/16/06
Time      12:30PM
**************************************************
Side Garden Salad		$7.95
 
Side Caesar Dinner		$12.95
 
Shortcake			$10.00
 
Sole			$60.00
 
Chicken Baskets		$312.00
 
Club Grill			$50.00

Subtotal			$452.90
 
Tax Exempt 100132008		$0.00

Total 			$452.90
 
M/C #XXXXXXXXXXXXXXXXXXXXXXXXXX4516
 			$452.90
			Auth:181364 Exp 0808
  
Attendees:
Casey Williams, Dan Fuller, Kyle Smith, John Taylor
  
 
Business Purpose: CAS Faculty Reception