The signature of the cardholder’s supervisor or
supervisor's designee is required on the purchasing card
log in addition to the cardholder’s signature. Because of the
of dollars and transactions that the purchasing card program now
supervisor review and approval is a prudent and necessary business practice.
in the last three years have revealed that purchasing card transactions
greater attention in the home department.
Supervisor's approval on the PurCard Journal Report indicates the
PurCard Journal Reports are due to Procurement Services ten
days after the Mellon
statement is received. As always, if reports are not
in a timely basis, purchasing cards will be placed on hold. It is
the supervisor's responsibility to ensure that the PurCard journal
reports are routed to Procurement Services in a timely fashion.
transactions are appropriate University
business, and fall within University and federal guidelines. Any
are supported by an explanation of the
- All receipts
- Transactions are within guideline limits -
$4,999.99 per transaction.
- Transactions are charged to the correct chart
string and account.
- Transactions have been reallocated, if necessary.
- Transactions are in compliance with the IRS' Accountable Plan Rules. Space for this documentation is provided on the Purcard Journal report. This is true for all travel and meal transactions.
additional documentation requirements have been
Vermont Sales Tax has been charged.
must ensure that the purchasing card of a terminating employee is
returned to Procurement Services for cancellation.
must ensure that the necessary documentation is completed and submitted
for the last cycle of purchasing card activity when an employee
(cardholder) is terminated.