Purchase Card Packet Documentation
Each cardholder is required to submit a purchase card packet to the program administrator. This process is to ensure thorough documentation of all purchase card transactions in compliance with organizational and regulatory requirements. Each pcard packet is required to submit the following documents.
- The spreadsheet of charges that is signed by yourself and your supervisor, make sure this is filled out in its entirety and correctly.
- The copy of your current statement found in your works account.
- The Reconcilement Report from AIS.
**Make sure the amount/totals match on all 3 things.
Also with each purchase/transaction, you will need:
- Copies of invoices/packing slips/receipts and any other supporting documents.
- Copy of eVA purchase order (if applicable)
**If using eVA, then make sure to notate this PCO# on your spreadsheet. There should be no POO on your spreadsheets, POO mean they are paid my SSC by check.
- Copy of Business meal form completed correctly and, in its entirety, and signed by the Vice President of Financial Services. still need to include a best practice form with meal forms.
- If a restriction was lifted, then need documentation showing supervisor approval and confirmation from the pcard program administrator that the restriction was lifted via email.
**These things are required by VCCS and DOA in the event of an audit on the pcard program/files.
- Copy of purchase request and/or best practice form for purchases other than eVA.
These items need to be stapled or paperclipped together by purchase/line item on the log