- How can I find information on Card Program Resources?
Click on the below link.
This is our Procurement Card landing page where almost any information about our card program may be found, including a recently published p-card procedure document. We believe this procedure document will be especially helpful for verifiers, as it walks through the entire reconciliation process step-by-step. We also hope that it will help with training new verifiers across all campuses and extensions.
You will also find program forms, training, card request links, and other helpful information on this page. Here is the link: https://acctspayable.tennessee.edu/procurement-card-program/
- Important Dates for Procurement Cardholders
1st – Statements are available and IRIS Documents are loaded for reconciliation. In other words, all IRIS documents are loaded for reconciliation.
5th – Receipts should be turned in to verifier, missing receipts should be identified. In other words, cardholders should have turned in all receipts and reported any missing receipts to the verifier
20th – Documents should be distributed, reconciled, and marked as complete in IRIS to begin workflow. In other words, verifiers should be done with reconciliation, and all documentation should be attached in IRIS. The document must be marked as COMPLETE in the system by the 20th to allow the approver a few days to review the document in their workflow.
25th – Last day for workflow approval of card documents in IRIS. In other words, the 25th is the last day for workflow approval. After the 25th, UT System Office will initiate the automatic clearing process, which removes all documents from the workflow. No further changes can be made to the document after clearing.
- What is the Cardholder responsible for?
Ensure that all purchases are compliant with relevant policies
(Even if the purchase was made by someone else).
Review statements and submit receipts at the beginning of each month.
Respond to requests for additional information in a timely
Obtain original, complete, itemized receipts for all purchases.
If a receipt is missing or incomplete, reach out to the vendor to obtain an appropriate receipt.
Provide appropriate business purpose for all purchases.
Make sure sales tax is not being charged at time of purchase.
The cardholder is responsible for all purchases made on the card issued in their name, even if the purchase was made by someone else. Many departments share cards between staff and authorized personnel, but the cardholder is still ultimately responsible for making sure that charges are compliant since the card has been issued in their name. Any inappropriate purchases or purchases that the cardholder does not recognize should be immediately investigated and, if necessary, disputed with the bank.
- What are Acceptable Receipts?
Acceptable receipts include vendor invoices, charge slips, cash register receipts, packing slips, or print out of E-mail or web page transaction confirmation, provided they include the following information.
A complete receipt includes itemized detail description of goods or services purchased, including unit purchase price, transaction detail (showing that the p card was processed) the vendor’s name, the date of the transaction and transaction total.
The cardholder should have brief business purposes prepared for each receipt, especially
for charges that may seem questionable to someone outside of the department. Simply
listing the name and date of an event, name of the grant, or the class that something will be used for can be very helpful during an audit by the state or internal audit.
- What is not an Acceptable receipt?
Generally, order forms are not acceptable as receipts. For subscriptions, a copy of the renewal notice or initial subscription request is considered a receipt.
- The Verifier: What is the Verifier Responsibility?
The Verifier should not be the cardholder unless there is not enough staff to have both a cardholder and a verifier.
Do not sign a cardholder statement if any of the charges violate policy in any way until you have questioned or reported the charges. Make sure you keep this documentation until resolved. By signing, you are acknowledging that the purchases are legitimate and appropriate to your knowledge, or that you have questioned charges.
Obtain a signed monthly statement and all receipts from the cardholder each month.
Organize and match all receipts to the statement, confirming that all receipts are present and complete and that all purchases appropriate and compliant with policy.
Report any questionable purchases to the department head, campus coordinator, program administration, or campus internal audit department.
Sign the card statement verifying that all of the above steps have been completed
Distribute charges in IRIS.
Scan and upload all receipts to the IRIS document.
Mark the document as COMPLETE in IRIS by the 20th of each month to allow time for the approver to review and approve.
Maintain a file of signed statements with original receipts for six years.
- The Approver: What is the Approver Responsibility?
No cardholder should be their own approver. If you notice this issue in workflow, please
report it to the program administrator.
The approver is typically the final step in the workflow- the approver will not see a
document in workflow unless it has been marked it as complete.
An approver should not blindly approve documents without reviewing the charges.
Inappropriate charges should be investigated promptly when noticed by the approver and
reported to either the program administrator, campus coordinator, or internal audit as
Select appropriate employees who are eligible to be cardholders or verifiers and ensure that they receive appropriate training.
Ensure that cardholders and verifiers abide by current policies and procedures.
Review all p card documents prior to the 25th of each month.
Check receipts for items that may require additional clarification or violate policy in some way.
Reject statements that require further information and include explanation for rejection (ex: missing receipts, item should be disputed, unclear business purpose, incorrect distribution of charge).
Verify that receipts are being turned in in a timely fashion and that cardholder documents are being processed and marked as complete as quickly as possible to allow time for workflow processing.