Accounting Policies (APPR08)
Accounting Procedures
PROCEDURE TITLE: | Payment Processing - University Purchasing Card Purchases | PROCEDURE NUMBER: | APPR 08 |
RELATED POLICY STATEMENT(S): | |||
DATE ISSUED: | July 1, 1993 | DATE REVISED: | January, 2000 |
OVERVIEW
This procedure provides guidance for the processing of University Purchasing card statements received by the departments. These instructions are provided in addition to the standard processing steps for Non-Purchase Order-Related transactions.
REQUIRED FORM(S)
Credit Card Disbursement Authorization Form
PROCESSING STEPS
Since a University Purchasing card is accepted by most vendors and will immediately commit the University to paying for the expense, it is imperative that all departmental personnel verify the availability of budgeted funds before using the card. Each time the credit card is used, the charge slip should be returned to the department custodian along with the supporting receipt describing the item(s) purchased with the card.
When the University Purchasing card statement is received, the department custodian should balance all of the receipts on file against the statement and the Disbursement Log to ensure the accuracy of the billing.
After balancing the University Purchasing card statement, a Credit Card Disbursement Authorization form should be completed and submitted directly to the Controller's Office for processing, without attaching a Direct Pay Request form.
