How to Send a Pcard Statement of Account to Accounts Payable
When sending a Procurement Card (Pcard) statement of account to Accounts Payable, include the following:
- Cardholder statement signed by the cardholder and the supervisor on file for the cardholder. The statement is available online one to two business days after the end of the statement cycle which can be obtained directly from the bank’s website. The signed and countersigned statement of account with receipts must be uploaded to Accounts Payable via The Accounts Payable Pcard Receipts System by the upload deadline.
- Sales receipts — whether the order is placed in person, by phone, fax, mail or on the Internet — should have a detailed breakdown, including:
- Name of merchant or vendor.
- Description of item(s) purchased.
- Unit price and quantity.
- Sales tax amount.
- If item is exempt from sales tax, provide reason for exemption (please refer to Sales & Use Tax Manual http://www.ucop.edu/financial-accounting/_files/sutm.pdf).
- If sales and use tax was not applied on the transaction and the item is taxable, AP will assess the tax directly to the state.
- Ship-to address.
- Date of shipping.
- Shipping and handling costs, if applicable.
- If the receipt does not show shipping/handling but the transaction was assessed for those costs, annotate the receipt so that the monthly statement and receipt match.
- Please differentiate between shipping and handling, as shipping is tax exempt but handling is taxable.
- Purchase order (PO) number (Order Class Q) listed on the receipt.
- PO must be posted at least two business days before the invoice due date. Otherwise it will be charged to the default full accounting unit (FAU).
- The use of the default FAU may cause the cardholder to be suspended.
- Packing slips, if provided (cannot be in lieu of sales receipt).
- Business justification, if applicable.
How to Avoid "Missing Receipts" or Suspension of Pcard
- Sort sales receipts in the order listed on the monthly statement.
- For online orders, make sure the entire receipt is printed (i.e., price, quantity, freight and taxes are not cut off when printing) and method of payment is listed.
- For in-store purchases, be sure to provide both the credit card charge receipt as well as the itemized receipt.
- Make sure the PO number is listed on receipts.
- Make sure there is no discrepancy between the amount listed on the monthly statement and the amount listed on the individual transaction receipt. If a discrepancy exists, please annotate (e.g., taxes or freight amounts).
- If there is an error on the transaction and a credit will be issued, please make a note or provide a copy of correspondence with merchant.
- Do not include post-authorization notifications (PANs), BruinBuy screen prints or low-value order (LVO) faxes.
- Do not include internal communications (e.g., departmental order forms, email requests, etc.) unless they provide exceptional approval or business justification.
- If a receipt is lost, a copy of the cardholder statement is not sufficient to confirm the transaction. The cardholder should provide the following:
- A copy of the receipt from the vendor and
- A signed memo from the cardholder explaining why the original was not provided and attesting that the cardholder will not seek reimbursement from any other source.
Uploading Pcard Documents
The Procurement Card Receipts System (PCRS) allows users to submit signed monthly U.S. Bank statements, receipts and supporting documents to a secure website and verify online that the receipts have been received by the system.
Use of this system is mandatory for all procurement cardholders and preparers for submitting statements and receipts. Cardholders will be required to retail original receipts in the department for a period of five years. Please refer to the article How to Upload Pcard Receipts (PDF) for detailed information.