Are the card(s) normally kept on site (locked drawer/safe) or carried by
the authorized user (wallet/purse)?
Ideal Answer: YES. Card location or card number
should be accessible only for the authorized user(s).
Does on site location or authorized user (as specified in question one)
provide adequate security?
Ideal Answer: YES. Physically securing the card can
reduce the risk of theft and unauthorized purchases.
Does the department maintain a current purchasing card (control) log?
Ideal Answer: YES. A control log should be maintained to
ensure all charges are accounted for and proper documentation
retained.
Is all supporting documentation filed by cardholder, by date or a
combination of both?
Ideal Answer: YES. Supporting documentation must be
traceable to each transaction in the event of an audit.
Are all receipts adequate enough to identify what was purchased?
Ideal Answer: YES. All receipts should provide a clear
explanation as to what was purchased for the site manager. If the
receipt is not adequate enough to identify what was purchased
(indecipherable description); the purchaser must add a description.
Are all transactions conducted and charge receipts signed by the
authorized cardholder?
Ideal Answer: YES. Only authorized users may sign for
purchasing card transactions, including orders via web and phone.
Are all purchases appropriate; that is, according to the terms of the
UW Purchasing Cardholder Agreement?
Ideal Answer: YES. See Cardholder Agreement.
Does the cardholder know how to dispute an unauthorized charge?
Ideal Answer: YES. It is critical to review your Purchase
Card statements to identify any unauthorized charges, allowing
disputes to be addressed in a timely manner.
Are source documents reconciled to Purchase Card Statements on a
monthly basis?
Ideal Answer: YES. Reconciling the source documents
(receipts) to the monthly Purchase Card transaction report assures
proper accountability over all approved charges. By routinely
reconciling, one can immediately identify any erroneous charges or
abusive transactions.
Is the reconciliation done independently (i.e. the reconciler is not a
"designated user" or has access to the card)?
Ideal Answer: YES. There should be an independent
reconciliation and review for appropriateness of supporting
documentation to the Purchase Card Statement on a monthly basis. The
possibilities of errors and/or inappropriate charges could occur
without your detection.
Is the reconciliation reviewed periodically by a supervisor or an
independent party?
Ideal Answer: YES. The occasional review and initialing
of the reconciliation by a supervisor or independent party would
accomplish this requirement. This provides oversight of the process
to ensure it is being done, on a timely basis.
Has the card ever been charged for a purchase that was not received (a
backorder) before the charge was paid.
Ideal Answer: NO. In most cases, your card will not be
charged until the goods are actually shipped. However, if this has
happened, the receipt of the item or eventual credit (if not
received) needs to be cross-referenced to the earlier purchase.
Is the departmental records retention period five years for supporting
documentation?
Ideal Answer: YES. Departments must maintain all records,
receipts, logs, etc. on site for the current fiscal year (plus the 4
previous fiscal years).
