PURCHASING CARDS ACQUITTALS - MOST COMMON CAUSES OF DELAYS

July 2014

The most common reason for delays in processing purchasing card acquittals is when the necessary information or documentation has not been provided to the FST; this slows down processing time considerably and causes additional workload and follow up. The list below outlines some of the main issues we are facing during the acquittal process.

Please refer to this to ensure that what you are sending is complete and ready for processing.

  • Trobexis anomalies – Refer Travel Policy 1502
  • lack of Trobexis record,
  • lack of cost estimates for items other than airfares,
  • variances to account codes quoted,
  • variances in travel dates
  • FBT forms – lack of form and/or lack of detail re purpose and attendees (Form 571 attached)
  • Mini bar purchasing – please identify on the hotel bill what the item is. Must be in line with the current Travel Policy 11.3
  • Fuel – should only be charged if utilising a MU owned or leased vehicle when fuel card is not accepted. Please identify the MU vehicle registration number to avoid unnecessary email verification. All other circumstances required a kilometre claim form to be submitted via HR. Refer Discretionary Spend Policy 5.3
  • All software should be purchased via Library and Information Services. Should you gain approval to purchase yourself, you need to provide this approval with your statement – Alan Dent must give this approval. Refer Procurement Policy 5.3
  • Missing receipts. On the “rare” occasion where receipts are lost, a Statutory Declaration (Form 576) attached may be used to accompany a claim if the individual invoice amount claimed is less that $100 (exclusive of GST). Please ensure your signature is also witnessed by another academic.
  • Personal items included in grocery dockets. Items such as toothpaste, toiletries, umbrellas, luggage etc. are not considered personal in nature and not covered by MU funding.Refer Travel Policy 12.5
  • Copies only of tax invoices/receipts. Need originals in all cases.
  • Should we need to email for further information, prompt replies will assist is acquitting the statement as soon as possible.

The Purchasing Card Acquittal Process Policy can be found via the following link:

If you would like to utilise an acquittal spreadsheet to assist in the process, the final document has been created for your convenience (available online)

School of VLSFinance Support Team