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Proof of Purchase Documentation:

With the authority to purchase comes the responsibility for maintaining adequate documentation at the source of the transaction.  It is the responsibility of each department to develop a process and assign responsibility for document retention in accordance with the requirements set forth in this manual.

Within one week to ten days from the billing cycle, JPMorgan Chase will mail the bank statement directly to the cardholder.  The cardholder statement you receive is for reconciliation and audit purposes.  This statement is to be checked against sales receipts, packing slips, etc. to ensure that all goods were received and that the amount on the documentation matches the amount on the statement.  Documentation should support the legitimate business purpose of all transactions made with the Purchasing Card.  The following are examples of supporting documentation:                                         

  • In Person Purchases:
    Cash register receipts
    Copies or order forms or applications indicating the item purchased and the cost

  • Internet Orders:
    Screen prints of confirmation orders for internet purchases [a screen print describing what you are ordering is not sufficient documentation.  An order confirmation page with the item, description and cost is considered adequate documentation.]  The page should either indicate "order confirmation", "thank you for your order" or language to that effect.

  • Fax Orders:
    Copies of order forms or applications from the vendor indicating the item purchased and the cost
    Sales receipt

  • Phone Orders:
    When placing a phone order, initially there may not be any documentation to support the transaction.  Please complete a Purchasing Card Documentation form that can be found in the appendix.

    Packing slips may be included as supporting documentation.

    Quotes and proposals are not considered acceptable documentation as they only indicate a desire to purchase.

Cardholders will not receive a statement if there was no card activity for the billing cycle.

Please note that the billing cycle is the 14th of each month to the 13th of the next month.

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