The Denison Purchasing Card

Documentation

Recordkeeping is required to comply with all University and IRS guidelines for expenditures. The University Credit Card Expense Envelope is to be completed in its entirety with all the appropriate information filled in. Receipts should be compared to the monthly statement and verified (legitimacy and dollar amount). Original detailed receipts are to be enclosed in the envelope with the monthly statement. In the event of missing receipts, the cardholder is to complete a Missing Receipt Form, have their supervisor sign the form, and include it with the statement.

Additional information is required for each travel or entertainment transaction including:

• the name of the event
• the date of the event
• the location of the event
• the business purpose
• and the names (or description) of all those involved in the event

Procurement transactions must clearly identify the items being purchased. All charge slips should be itemized and contain: item descriptions, quantities, unit costs, total cost, and date of transaction.

For business meals and departmental business functions, IRS rules require recording the time, date, place, business purpose, and attendees for all business meal purchases. The itemized meal receipt must include the specific items ordered. Purchases for food and supplies for a departmental business function must include a description of the attending group. The purchase of alcohol must follow all university guidelines. (The Guide to General Operating Policies can be found on the Denison Website under the Office of Finance and Management.)