When a Ram Charges….you should know….
Tips and Tricks for PCard Users
· You must have an ITEMIZED invoice or receipt for your purchase. The state needs to know what you bought, how much it cost, when you bought it and where you bought it. Below is an example of an itemized receipt next to a NON itemized receipt.
· DO NOT BUY FOOD on your PCARD, unless it is an approved authorized purchase. If you are traveling, you will be reimbursed for food with a Per Diem, you may not charge food to your PCard, including food at a hotel that gets charged to your room.
· Food is allowed under certain circumstances, but will often require additional documentation.
o Hospitality: Hospitality expenses include food, nonalcoholic beverages, facility rental, entertainment and other expenses relating to conducting state business. A Hospitality Form must accompany the invoice regardless of the amount or payment method. Includes snacks/refreshments served during training classes.
o Team/Student Travel: The purchase of food for a group of students is allowed. A team roster or list of participating students is required.
o Alcohol is NEVER permitted on the PCard.
· Every charge needs a scanned document attached. Those scanned documents must be:
o Individually scanned. Do not include receipts/invoices for other charges, unless they directly relate to the charge.
o Signed. Sign all your documents.
You may sign them electronically, but it must be a signature, NOT a typed name, not even if it is a pretty script font.
i.e. This is ok. But this is NOT: Kathy Anderson
o Attachments must be PDF files. If your scanned image is a Jpeg or another format, you can copy the image to a Word Document, and then save as a PDF.
· When reconciling your charge, add your attachment BEFORE you mark your charge “Reconciled”. If you are waiting on a receipt or invoice to attach, wait to mark the charge reconciled. What happens when you reconcile a charge, is that it goes to a list for review by Procurement. If there is no attachment, expect an email asking for it.
· Reconcile Weekly. This is very important. Every charge needs to be reviewed in Procurement before the VISA bill is paid each month. When a card holder waits until the last minute to reconcile, it creates a time crunch, and we become more vulnerable to errors.
· ASSOCIATION DUES: These are a restricted purchase. Any membership or association due should be paid through Procurement. There is additional paperwork, and The President’s approval required on all association or membership dues. DO NOT charge to your PCard. Bring this to Procurement.
· DO NOT scan documents with social security numbers, full credit card #s or any other personal identifications numbers. Any personal #s should be removed.