Guidelines for the Disbursement of Funds

Payment Card Internal Order Transaction Log and Documentation

If the department requires the log along with the Cardholder Expense Report, the cardholder/department is responsible for maintaining a Payment Card Internal Order Transaction Log containing the information listed below. Purchases should be recorded on the log (see example) as they are made, and a new log should be used for each monthly billing cycle:

  • Card Number (Account Number and Support Account Number)
  • Cardholder Name
  • Statement Closing Date
  • Order Date
  • Cross Reference Number for Attached Documentation
  • Vendor Name
  • Vendor Number (required only on State Funds)
  • Description
  • Dollar Amount of Purchase
  • Delivery Date
  • Returned, Credited or Disputed Item Information (if any)
  • Reallocator's Signature
  • Departmental Approver Signature
  • "Account/Code Moved To" if reallocated in the reallocation software

Additionally, the following documentation must be retained and kept with the log:

  • All Purchase Voucher Requirements apply to Payment Card transactions
  • Sales Receipts
  • Packing Slips
  • Credit Card Receipts/Slips
  • Other information or correspondence related to the purchase
  • Screen Prints are acceptable for internet orders

The log must be reconciled to the Cardholder Expense Report by the reallocation deadline, which is usually around the 22nd of each month. Any discrepancies identified must be promptly investigated and resolved by the cardholder/department. Documentation of any action taken to resolve a discrepancy must be recorded as an attachment.

For more information on using a transaction log, please see How-To for the Payment Card Approval Process.