Purchase Guidelines

Responsibilities After Purchase

In the event the vendor provides an invoice to the purchaser, it is the purchaser's responsibility to provide the invoice to the department business office immediately.

Acknowledge the receipt of goods or services to the department business office via:

• Packing slip
• Document on invoice
• Email

• Immediately deliver itemized receipt to business office responsible for allocating and reconciling the payment card transactions.
  • If the card is in the employee’s Concur profile the Concur Mobile App can be used to capture the receipt image and the Concur OCR process will match the receipt to the payment card transaction to be added to an expense report.
  • If the card is not in the employees profile, but in business person’s profile in the department, then the receipt image can be captured and emailed to the business person’s email address. That user can then send the receipts in via email to receipts@expenseit.com (user must have verified email address in their Concur profile) or use the Concur Mobil App or manually load the receipts into Concur.
• If delivered, acknowledge receipt of goods or services to department business office.
• Documentation above must be added to the payment card transaction in Concur within 30 days, but no later than 45 days of the transaction post date. The report must also be submitted for approval within that time frame. Failure to properly document a payment card transaction and submit the expense report within 45 days could result in card suspension. After 90 days the transactions will be reported as taxable income to the employee.
• As part of documenting (reconciling) the payment card transactions in Concur, if a transaction is identified as potential fraud or can’t be identified as a transaction made by the cardholder, then immediately report to Citibank Fraud Support at 800-945-3114 and email your system member’s Payment/Travel Card Office.

• Request reimbursement from department business office providing an itemized receipt, proof of payment and business purpose of purchase.
• Request within 30 days of purchase date but no later than 90 days. After 90 days the amount will be reported as taxable income to the employee.