Purchasing Staff
Patti Braun
Procurement Operations Manager
Controller-Business Office
Facilities & Services
Contact
Pat Hearty
Expense Management Coordinator
Finance & Treasurer-Purchasing Office
1. Documenting Business Purpose of all expenses should be included in the text box when signing-off on transactions. Whether the expense is for the purchase of airline tickets, conference registration, or meeting supplies, proper justification for the purchase is required. Cardholder's brief, accurate, and complete description of the business purpose should be clear enough so that a person outside the College could read it years from now and have no question about the eligibility of the expense for reimbursement. It is essential that approvers and auditors understand the circumstances under which the purchase was made and why it was necessary.
2. Attaching Receipts proactively is a critical part of the PCard Program and receipts are required for all transactions. Accurate, detailed records of PCard purchases ensure verification and audit of charges for compliance with College policies and Grant requirements.
A receipt may be a(n):
Receipts must include the following specific information. If the receipt provided does not contain the following, the Cardholder must contact the supplier to obtain a more detailed receipt:
Lost or Missing Receipts:
3. Timely Sign-off is more likely achieved when cardholders check and sign-off transactions in Works on a weekly basis.
Procurement Operations Manager
Controller-Business Office
Facilities & Services
Expense Management Coordinator
Finance & Treasurer-Purchasing Office