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How to Handle Missing Receipts for Pro-card Purchases
Summary: This page describes the consequences for not collecting and retaining itemized receipts from suppliers for all pro-card purchases.
These consequences also apply to the unintentional purchase of a restricted item.
These policies can be granted an exception by the Director of Purchasing only.
If you are missing a receipt, ask the supplier for a replacement receipt.
| What Cardholder Supervisor does: |
How to do it: |
| 1 |
For a 1st missing receipt follow these steps
or
skip to Step 2 for a 2nd missing receipt. |
- Notify the cardholder in writing of requirement to collect itemized receipts from supplier.
- Remind the cardholder that a second missing receipt will result in card privileges being suspended for a two month period.
- Provide a copy of the memo to FAST/AP and the Pro-card Administrator.
|
| 2 |
For a 2nd missing receipt follow these steps
or
skip to Step 3 for a 3rd missing receipt. |
- Notify the cardholder in writing that their cardholder privileges have been suspended for a two month period.
- Inform the cardholder of the alternate methods they will have to use (pre-requisition, purchase authorization, etc.) during the suspension period.
- Provide a copy of the memo to FAST/AP and the Pro-card Administrator.
- Suspend the cardholder's privileges. See How to Suspend Cardholder Privileges. Access is suspended immediately.
- Following the two month suspension, reinstate the cardholder's privileges. See How to Reinstate Cardholder Privileges.
- At the end of the two month period, contact the cardholder and FAST/AP and the Pro-card Administrator to inform them the card may be used.
|
| 3 |
For a 3rd missing receipt follow these steps. |
- Notify the cardholder in writing that card privileges are being revoked for repeated failure to return receipts and that the card must be returned to the supervisor.
- Provide a copy of the notice to the Pro-card Administrator.
- Immediately revoke card privileges by canceling the card. See How to Revoke Pro-card Privileges.
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| What FAST/AP does: |
How to do it: |
| 1 |
For a 1st, 2nd or 3rd missing receipt |
Note missing receipt and Supervisor action in shared database. |
| What Pro-Card Administrator does: |
How to do it: |
| 1 |
Review database for missing receipt notes and complete the process. |
- Take appropriate action, up to closing an account based on misuse and recurrence.
- Issue transaction report to cardholder and supervisor.
- Retain originals in Purchasing (Cardholder Account Form and letters or memos.)
- Review Bank information to ensure account is suspended or closed as requested.
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Last revised: July 23, 2007 (am)
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