Accounting

Accounts Receivable--Student Financial Information

Accounts Payable

Contracts

Cost Allocation for On-Campus Services

Payroll--Faculty/Staff

Payroll--Student

Purchasing

Staff Directory

Travel

A weekly statement is processed every Wednesday for each purchasing card with activity and is
sent to the individual cardholders through campus mail. The statement will show all transactions
posted to the account. On the same day, a summary spreadsheet is sent to Accounting for payment
processing through ISRS Cost Allocation.

It is the responsibility of the employee cardholder to verify the correctness of the billing by
performing the following reconciliation:

-    Verify that all items included on the weekly activity statement are correct. Compare your
individual receipts to the weekly statement. Make sure your itemized receipt MATCHES the
amount on your statement. It is your responsibility to get the correct receipt from the vendor.
Make sure all returns/credits and disputed items are taken care of.

-    Staple the original itemized receipts in order behind the statement.

-    The cardholder must sign the statement to verify the correctness of the billing and to verify
that the goods have been received. Signing the statement indicated that all charges on the
card are in compliance with University policy and procedures.

-    The individual designated as the responsible person for the cost center associated
with each card must also review and sign each statement. If the cardholder is also the
responsible person for the cost center, then a second signature from someone within that work a
rea is required.

-    Statements will not be accepted without two proper signatures.

-    Retain a copy of all receipts and statements. This will be your documentation for returns and
verification of disbursed transactions against the cardholder’s cost center.

-    Submit reconciled statements to the Business Office – Purchasing Department – Somsen 205D.
They must be received by the time frame indicated on the cover sheet sent with each weekly
statement. Vacation or extended leave conflicts are your responsibility to resolve. Your internal
procedure should include a backup plan for submitting statements on time in your absence.
Violation of this deadline may result in deactivation of your card.

-    Purchases made during the last calendar days of the fiscal year will be charged to the fiscal year
in which the date of transaction is posted by the vendor.

-    All transactions are audited for compliance.

Last Modified: Tuesday, July 01, 2008 13:49 by Kathryn Mahlke