Why is the Controller’s office so rigid about the deadline date?
It’s all about processing time – our goal is to have all charges posted to the general ledger for the previous months’ statements before the current month is received. The average amount of time it takes to accurately and completely reconcile 300+ individual statements against the master statement and post those charges to the general ledger is 22 days. When paperwork is missing processing and posting to the general ledger cannot occur.
What is a split purchase?
Breaking a purchase into multiple charges to circumvent the single purchase limit is a split purchase.
Examples:
Four different registrations in the amount of $300.00 for 4 different people to the same event is a split purchase.
A $600.00 charge to vendor A on Tuesday and a $1000.00 to the same vendor on Wednesday is a split purchase.
Rule of thumb:
If you were using a purchase order would you break it into multiple orders or just use one? If your answer is just one – then you need to input a requisition if the amount exceeds $1000.
What if one of my faculty members is at a store and they call me to get my purchasing card number – what should I do?
Do not give it to them – this is your card. The PCard is NOT a departmental card.
Why does the account manager have to sign the transaction log?
The account manager is the custodian of specific funds and should therefore authorize and approve any expenses against those funds.
What if I am the account manager and the cardholder – who do I use for the second signature?
You may designate an individual to sign the transaction log in acknowledgement that they have seen the charges. Ideally, this designee would be a supervisor.
What do I do if I don’t realize I’ve been charged tax until after the fact?
You may contact the vendor to obtain a credit – although you must note that you have done such on the transaction log. If you do not get a credit for the tax, you MUST forward a personal check (no cash) for the tax amount with your transaction log and documentation.
What should I do if my card is declined?
Contact the customer service number on the back of your card to determine the reason for the decline. If it is determined that the vendor has a restricted merchant category code you will need to take your business elsewhere.
Why must I cut and tape receipts?
All transaction logs and associated documentation are scanned into an electronic imaging system on 81/2 X 11 sheets of paper. Staples harm the scanner, small receipts are destroyed during the scanning process and receipts longer than 11 inches get cut off.
In what order should I list purchases on the transaction log?
The same order as your statement.
Why do I need a detailed description on the transaction log?
The Controller’s office must properly code all transactions with the appropriate object code. If your description is vague and the sales receipt is also vague we would have no way of knowing what was actually purchased.
If today is the deadline to submit all paperwork and my supervisor/approver has not signed the transaction log – what should I do?
Don’t miss the deadline because you are lacking a signature. See that all your paperwork arrives in the Controller’s office and advise the Coordinator of the date you expect to deliver the signed log.
Why are gift certificates or gift cards NOT allowed on the Purchasing Card?
These items are taxable to the recipient and it is administratively infeasible to assess and collect the required taxes and fringe benefits.
page last updated 10/9/2008 15:08