Receipt Audit Pcard Audit 1 Receipt Audit Purpose

Receipt Audit Pcard Audit 1

Receipt Audit Purpose: Ensure proper documentation has been submitted per Pcard Policy. • 100% of all transactions over $5 K are reviewed for proper receipt submission • Accounts are reviewed at least once per calendar year. • Accounts are reviewed within first 3 months of when account is opened 2

Receipt Audit Pcard Transactions typically fail an audit for the following reasons: • 3 rd Party Merchant: Invoices from 3 rd party processors such as Pay. Pal & Square not acceptable. Please include an invoice from the merchant. • Amount Mismatch: The amount on the receipt does not match the transaction amount in SNAP. • If paying from a statement, all invoices must be submitted and legible • If a charge is split, the invoice should include the payment amount & date • Duplicate Receipt: The same receipt was used on another charge • Missing Receipt: The receipt is unreadable or unable to be opened • No Itemized Receipt: The receipt does not show itemized detail with sales tax as a separate line item • No Merchant Name: The merchant name is missing from receipt 3

Receipt Audit Amount Mismatch Amount on invoice needs to match amount charged Charged 8/10 Charged 8/12 If merchant splits charges due to shipping/availability, they need to indicate the split charges on the invoice 4

Receipt Audit No line Item Detail • Receipts must show purchase line item detail separate from sales tax amount. • The Company is liable for tax on all taxable transactions whether or not the supplier actually charges the tax. Most purchases with the Purchasing Card will be taxable. Be certain your supplier charges tax, where appropriate, and identifies it on your receipt. Line Item Detail No Line Item Detail 5

Receipt Audit Paying from Statement • If paying multiple invoices, each invoice listed on statement must be submitted. All invoices must add up to the amount charged • When paying from a billing statement such as Direct TV, if there is a previous amount that is being included in the payment, the previous statement(s) showing a zero balance needs to be included • Statement date must correspond with when funds are due. 6

Receipt Audit When a 3 rd party terminal service like Pay. Pal or Square is used by the merchant to collect funds, a payment confirmation is issued by the 3 rd party. This is not sufficient documentation. The proper documentation is an invoice from the merchant that identifies what was purchased with line item detail. 7

Receipt Audit Unreadable • If a document cannot be read due to poor scanning or bad upload, this will be considered a missing receipt 8

Receipt Audit Additional reason for audit failure 1. Gift Giving – Amount is over threshold set by Comcast/NBCU 2. Donation/Charity – All donation/charity transactions must go through A/P. 3. Splitting transactions to over-ride card limitations (transaction limit). Please refer to page 3 of Pcard Policy. 9

Receipt Audit Helpful Hints • When scanning documents that are light or small, place a plain white piece of paper over top of document. • When taking a picture using your smart phone; place document on flat surface. Do not place on top of keyboard. • Ensure that there are no “shadows 10