Receipts are required for Purchasing Card transactions under University policy. Receipts should provide an itemized listing of the items purchased which is essential for audit purposes. Receipts are used to verify the following:
- The purchase complies with University policies and was for the conduct of University business
- The purchase is allowable on the Purchasing Card (For additional information, please reference Policy BS14, Penn State Purchasing Card)
- Listing of items assists in determining correct coding of transactions within the accounting records (correct Cost Collector)
- The amount of the purchase and vendor information transmitted from PNC Bank matches the original purchase (verification of electronic transmission)
For additional information on acceptable receipts please see procedure PC2009.
When the Cardholder hits the submit button, this is confirming their signature and date on the report. The following types of receipts are generally acceptable:
- Credit card or cash register receipt, when itemization of items purchased is shown
- For group meals, itemized receipt and completed and signed Group Meal Form / SAP Concur report
- For phone or mail orders, credit card receipt or invoice/statement from vendor
- For goods ordered, invoice/statement or priced packing slip.
For phone, fax, web, and mail orders, the following should be done to assure that a receipt is received:
- Phone orders: cardholder should request a receipt when order is placed and should verify that the receipt will be sent to the cardholder’s address, not Purchasing. In addition, the cardholder should verify the total cost (including shipping and handling) when the order is placed. This should be noted for future reference in the event that a receipt is not received. It is recommended that order forms be completed and retained for use as a receipt if the packing slip is not priced.
- Fax and mail orders: include a statement to the vendor that a receipt or priced packing slip is required. Retain a copy of the order form sent to the vendor for use as a receipt if one is not received or the packing slip is not priced.
- Web orders: print the order confirmation from the web to use as a receipt – be sure that the information printed includes the pricing information as well as a description of what was purchased. Email confirmations with pricing information are acceptable.
If receipts are not available because a vendor cannot or will not provide a receipt, the following support will be accepted on an exception basis:
- Conference registrations or subscriptions: completed order form (price(s) should be on the order form), indication of how order placed (phone, mail, fax).
- Non-priced packing slips: a record of the total cost must be included. This could be a completed order form with prices indicated.
- Phone orders: cardholders should always request verification of the total cost for the order - this should be noted on the order form in the event a priced packing slip or invoice/statement indicating price and amount paid is not received (see above).
- Purchases from the Web: print the order form or other acknowledgement of the purchase from the web. Documentation should include the price paid as well as a description of the item purchased.
NOTE: If the price is not indicated on the order form, but is noted by the cardholder, the documentation must be reviewed and approved by the Financial Officer prior to reconciliation and posting by the reconciler. The Financial Officer will indicate approval by submitting the report in SAP Concur. Acceptance of supporting receipts and/or documentation is at the discretion of the Financial Officer.
- Contact the vendor for a replacement receipt. If a receipt cannot be obtained from the vendor, the cardholder should complete the Support Form for Lost or Unobtainable Receipts which is available as a fill and print form in GURU. This form must be completed, signed by the cardholder, and approved as noted on the form BEFORE the transaction can be reconciled.
- Receipts are not required for credit transactions, such as for the return of items or correction of duplicate charges, IF the amount agrees to the total purchase or can be derived from the original receipt (i.e. credit for sales tax charged). However, the cardholder or reconciler should photocopy the original receipt, indicate that a credit was received.
- On occasion, vendors inadvertently process duplicate charges. Receipts are not required for these, but the same procedure used for credit transactions should be used. The original receipt should be photocopied and the documentation should indicate that this is a duplicate charge. Try to reconcile the debit and credit on the same report. If charges need reconciled seperatly be sure to use the same header name for each report and mark in the comments section of each that it is a duplicate charge.
Receipts for Returned Items
- If a vendor requires a receipt to process a return, provide a photocopy. If this is not acceptable, return original receipt and keep photocopy in file with a note that original returned to vendor along with returned item.