Monthly, each cardholder will receive a statement(s) (cycle cut-off date is the 4th of each month) identifying each transaction made against the Commercial Card during the billing cycle. The statement must be reconciled against your retained receipts for accuracy.
A Monthly Transaction Log must be used as a tool to help maintain purchase information and to help reconcile your account(s). This Log is mandatory for all users. This form is located on the P-Drive in the Purchase Card folder and in the file named PCard Transaction Log. All receipts must be securely taped to an 8 ½ x 11 blank sheet of paper in date order.
The statement and monthly transaction log (with attached receipts) must be signed by the cardholder as proof of reconcilement and then forwarded to your supervisor for approval. After proper approval the following should be forwarded to the Accounts Payable Department: (1) the original monthly statement with proper approvals; (2) the Transaction Log (3) the original receipts. A standard envelope may be used for monthly filing of the statement and receipts and may be sent via campus mail or US mail to the attention of accounts payable. Each account must be reconciled and sent to Accounts Payable by the 15th of the subsequent month.