Receipts and Supporting Documentation
Revised: July 27, 2007
Procurement Card transactions MUST have an original itemized receipt or valid supporting documentation from the merchant. It is the responsibility of the cardholder to obtain valid source documentation from the merchant.
All itemized receipts/supporting documentation should include the following information:
- Merchant's name
- Date of purchase
- Cardholder name and/or card number (partial number)
- Description and quantity of each item purchased
- Price per item
- Extended price per item
- Amount of sales and/or use tax
- Shipping/handling charges, if applicable
- Total amount of the transaction
Valid source documentation may include one or all of the following:
- Itemized receipts and card transaction slips from the merchant
- Packing slip from a delivery, if the costs of each item and other costs are listed
- Order forms for dues, subscriptions, etc.
- Invoices showing credit card payment
- Email confirmations from the merchant
- Faxed copies of a receipt or card transaction
- Website confirmation of purchases
If you lost the original receipt or if the merchant did not provide a receipt, submit a lost/missing receipt form.
BACK | Questions? Send an email to: pcard@fullerton.edu | Return to PCard home