The Cardholder is responsible for maintaining records of every transaction made with the PCard. These records should be reconciled to the “PCard Statement” each billing cycle. Documents must be retained for the current fiscal year plus three (3) preceding years according to official University Record Retention Guidelines.

How to submit monthly documentation when you have used your PCard:

1. The Cardholder will receive the monthly credit card statement, either from JP Morgan Chase or through accessing Smart Data OnLine (SDOL). 

2. The Cardholder will reconcile the statement electronically using Smart Data OnLine (SDOL).  

3. The Cardholder will make detail entries into the Transaction Summary through SDOL showing a detailed description (be specific), account number and the object code to which the charges apply. When complete, run a Cost Allocation Detail Report and print.

4. The Cardholder will forward Statement, Cost Allocation Detail Report, and Supporting Documentation to the Controller’s Office in one of three ways. 

   • Campus Mail
   • Hand delivery
   • Scanned and forwarded to pcardlog@twu.edu – preferred method (you must send information from a TWU email address) 

   Supporting Documentation includes:  

   • Detailed sales receipts (debit or credit) in same order of Cost Allocation Detail Report
   • Credit card slips with itemized purchases
   • Tear sheets for advertisements
   • Statement of business purpose if charges were made for a meeting, social event, registration or food (MUST include the 5 Ws – Who? What? Where? When? Why?)
   • Any Missing Document or Credit Confirmation Forms 

    

5. The Cardholder will notify Account Approver/Manager that reconciliation is completed and ready for approval electronically in SDOL.

6. The Account Approver/Manager will electronically approve each transaction online in SDOL ensuring the Cardholder made each purchase in compliance with the University’s procurement card policies and procedures; and there are sufficient funds in each account to cover all transactions.

Online Electronic Approval, Statement, Cost Allocation Detail Report and Supporting Documentation MUST be received in the Coordinator’s office by the 20^th of the month (if the 20^th falls on a weekend, documentation MUST be received by the preceding Friday). Documentation received after the deadline will result in an automatic 30-day suspension for the first offense.

Examples of appropriately SPECIFIC DESCRIPTIONS:

NOT SPECIFIC:
Book, Office Supplies, Food, Lab Supplies

SPECIFIC:
Microsoft Excel Manual; Glue, Erasers, Folder; Pizza for English class 4515 on 4/25 – include 5 W’s – Who? What? When? Where? Why?; Latex gloves, hemostats