An original receipt is written acknowledgment from a vendor that provides essential information to support a transaction and enable the proper recording of the transaction in the university general ledger system. Collection of original receipts helps to reduce the likelihood of duplicate payments. A receipt should include the date of the purchase; the vendor's name; a description of item(s); and the quantity, unit price, and total cost of the item(s).
Receipts vary in appearance and type of information provided. If relevant information is not included on a receipt, the cardholder should write that information on it. Third-party billing companies such as PayPal generally do not include detailed information about the item(s) purchased. In such cases, the cardholder should provide a copy of the Web page that identifies the items purchased, as well as the Web receipt from the third-party billing company.
Some of examples of receipts include, but are not limited to the following:
In addition to a receipt, sufficient documentation must include a business purpose. When the business purpose is not obvious, cardholders should write an explanation of the business purpose on their receipt. Cardholders should provide additional information to support the business purpose when an item lends itself to personal use, such as CDs, videos, meals, etc., or when the business purpose would not be clear to an external reviewer. The cardholder also should list the attendees at business meals.
If a cardholder loses or misplaces a receipt, or otherwise cannot provide an original receipt, he or she should provide an explanation of why the receipt is missing, as well as details about the items purchased (date, vendor, description, quantity, price, and total cost). Procurement card coordinators should review their responsibilities regarding missing documentation as outlined in the Buying Manual.
Please keep in mind that any vendor, at any time, may choose not to honor Cornell's NYS tax exemption. If the vendor will not grant the exemption, it is acceptable to pay the tax. Cardholders should note the vendor's refusal on the receipt. If the cardholder simply forgot to inform the merchant of the tax exemption, then the cardholder should seek a credit from the merchant.
When sales tax is a component of a transaction that is otherwise classified as federal unallowable (e.g., alcohol), pcard coordinators must record the tax with a federal unallowable object code and must not charge it to federal or state appropriations or any grant or contract account (Funds AP and CG). Sales tax on goods and services that are not classified as federal unallowable does not require a federal unallowable object code.
Personal or individual travel expenses (transportation, lodging, and travel meals) are NOT allowed on pcards due to the various and often complex regulations governing travel expenses, which are determined by your source of funding. For example, if you are using a federal source of funds, you may be required to fly a U.S. carrier.
Pcard coordinators can use U.S. Bank's system, Access Online, to make changes to accounts such as:
E-mail Credit Card Programs to request the following changes:
No. Pcard charges are paid from a central university account. In many instances, payment has already been made to the bank by the time a pcard coordinator receives the transaction information in his/her queue. All pcard charges must be allocated to an appropriate departmental account. If an item is being returned, or if there is an erroneous charge for which a dispute has been filed with the bank, a credit will eventually appear in the pcard coordinator's queue. That credit should be applied to the same account (including object code) as the original charge.
We recommend that an unrestricted college account be used as the default for all your unit's pcards. You may NOT use a state appropriation account (a contract college account with subledgers 4xxx, 5xxx, 95xx) as the default account on any pcard.
The rebilling system accepts object codes 500x, 6xxx, 7xxx and 9xxx.
No. You may not charge a State Appropriation Capital Project Account (a contract college account whose subledger is 95xx) for any pcard purchase. The pcard module in APPS will not allow you to assign these accounts online.
If you recently closed your account, or a new number was assigned, you may see a balance due on your credit card statement. There is no effect on your account; you can continue to use your pcard as normal. As always, the cardholder does NOT need to make a payment.
Yes, a cardholder may contact U.S. Bank for many reasons, including the following:
U.S. Bank customer service can be reached 24 hours a day, 7 days a week at (800) 344-5696. Outside the United States, call collect (701) 461-2010.