Monthly P-Card Statements

At the end of each monthly billing cycle, the card custodian shall receive a semi-monthly statement, which list the transactions for that period. If there is no activity for that period no statement will be received. The card custodian shall check each transaction listed on the department’s Card Ordering Log (See Form) to verify the accuracy of the monthly statement.

The card custodian shall review the semi-monthly statements and approve it for accuracy within five (5) working days of receipt. Approved monthly statements and appropriate logs and documents shall be retained in the department to be readily available for audit purposes and to document adherence to the purchasing card policy and procedures.

The custodian is responsible for reconciling card charges and credits to those posted on the Financial Web Reports under account code 53201(credit card purchases). Transactions can be viewed on-line using the web reports. Discrepancies should be reported immediately to the office of Finance and Business Services (609) 771-2495.

It is the responsibility of the card custodian to ensure that credit card commitments do not exceed the department’s available budget.

 

 

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