• Purchasing logs the return of the card with appropriate receipts.

Coding Procurement Card Charges

Responsible position(s):

  • Purchasing

Required documents and access:

  • Credit card system

Frequency and timing:

  • Daily, completed for all transaction in the billing cycle before the 10th of the next month for month-end closing

Steps:

  • Code the expenses in the credit cards system from the information provided on the receipts.
  • Scan receipts and attach to transaction in credit card system.
  • Route transactions for approvals.
  • Review the credit card transaction activity to ensure that all transactions for the month have been coded, approved, and receipts are attached before activity is uploaded to accounting.

Purchasing Month-End Closing

Responsible position(s):

  • Purchasing Director

Required documents and access:

  • Month-End Closing Checklist
  • Banner
  • Credit card systems

Frequency and timing:

  • Monthly, on or before the 10^{th}, following the checklist

Steps:

  • Clear all requisitions and purchase orders from approval queues.
  • Resolve all incomplete requisitions and purchase orders.
  • Identify all open requisitions that are completed but have not been converted to purchase orders yet.
  • FOAUAPP
  • FGRIDDOC
  • FPROPNR