Use these tips from Business and Finance Services to ensure you have adequate documentation for Procurement Card verifications and find out what to do when you are missing a receipt.
Proper Documentation
Each purchase must be supported by itemized documentation of purchase from the supplier. This includes receipts, invoices, and packing slips as well as website or e-mail confirmations. Digital confirmation is acceptable.
Upload all relevant documentation into the Workday transaction verification via the “attachments” section.
The itemized documentation of purchase should include each of the following:
- Supplier’s name
- Unit prices
- Itemized description of items purchased
- Total amount of purchase
- Date of purchase
If the receipt includes the total purchase amount only, attach a detailed packing slip or detailed invoice to the receipt.
Note: Instruct the supplier to send the itemized documentation of purchase directly to the department by e-mail and not to Accounts Payable.
Missing Documentation
If the card user fails to request or retain the merchant-provided documentation or invoice, the cardholder must complete and sign an Affidavit of Lost Receipt. The approving supervisor must also sign the affidavit.
Either the cardholder or the PCDES must attach the signed affidavit to the “attachments” section of the Workday transaction verification.
Learn more about PCard policies and find applicable forms in the Business Policies and Procedures Manual (BPPM) Chapter 70.08.