P-card Checklist

• For waivers, limit adjustments, declines, disabled passwords and questions, send an email to: pcardhelp-l@csun.edu

• Ellen Steinberg, Purchasing & Contract Administration, extension 5916
• Cyndi Paull, Purchasing & Contract Administration, extension 6830
• Cindy Roseman, Accounts Payable, extension 3472

Before Making a Purchase:

• Verify that the service or merchandise is not listed as a Prohibited or Restricted Use.
• If the service or merchandise is on the Restricted Use List, follow the procedure to obtain a waiver prior to making the purchase.
• If merchandise is being purchased by fax, remember to use a cover sheet to protect your p-card information.
• If merchandise is purchased by telephone, check Appendix D, (P-Card Phone Order Instructions) in the P-Card Manual.
• Remember when placing an order, you need an original itemized receipt/invoice for every transaction. When placing an order via the internet, remenber to print the order confirmation and use this in place of the original, itemized receipt/invoice.

During the Month:

• Check to make sure you received itemized receipts/invoices, apply chartfields and monitor your transactions.
• Make sure you follow the instructions in the monthly email reminder to print the Cardholder Spending Detail Report, which will include the Date Range and Sort by: Post Date.

Monthly Reconciliation:

• Print statement
• Verify original itemized receipts/invoices to your statement
• Verify chartfields
• Enter descriptions
• Make sure the backup documentation is prepared in the same order as the Cardholder Spending Detail Report
• Assemble original, itemized receipts/invoices in order, making sure that receipts/invoices smaller than 4-1/4" x 5-1/2" are taped to an 8-1/2" x 11" sheet of paper
• Attach to the Cardholder Spending Detail Report a "Lost/Itemized Receipt Form", located at: http://www-admn.csun.edu/purch/forms/lost_receipt.htm, with an explanation, if the Cardholder has lost an original, itemized receipt/invoice and a duplicate copy cannot be obtained from the vendor
• Be responsible to follow-up and resolve any disputed items with the vendor. Enter the dispute in SAM

Once Reconciled:

• The Cardholder has four (4) working days to forward the Cardholder Spending Detail Report and backup documentation to their Authorizer in the following order:
  • Cardholder Spending Detail Report
  • Original, itemized receipts/invoices, and backup documentation (in order as listed on Cardholder Spending Detail Report)
• Within two (2) working days after receipt of the Cardholder Spending Detail Report and documentation, the Authorizer shall:
  • Review charges to ensure that purchases are appropriate
  • Review the Cardholder Spending Detail Report and backup documentation to make sure that all original, itemized receipts/invoices are attached in the proper order
  • Authorize online transactions in SAM
  • Forward to Cindy Roseman in Accounts Payable at Mail Code #8202, one set of original documents in the following order:
    • Cardholder Spending Detail Report
    • Original, itemized receipts/invoices and backup documentation (in order as listed on the Cardholder Spending Detail Report)