We understand the difficulty in keeping track of all records, but we ask for your help in the implementation of procedures in order to maintain Procurement Card standards for auditing purposes. For Library Specific workflow questions please email LBS@berkeley.edu for further instructions.
Procurement Card Minimum Documentation Requirements
Documentation for each Procurement Card transaction should exist in sufficient detail to demonstrate what was ordered, what it cost, the business purpose of the order, what was received, and that the purchase was requested or approved by an appropriate official.
Purchase description and cost
What was purchased and how much it cost can be documented by invoice, receipt or other similar documents from the vendor, in paper or electronic form. It must include information on what was ordered, how many, at what price, and the total transaction amount paid.
Business purpose
A short description of the reason for ordering the item and how the item will be used to forward the mission of the Department or unit.
Receipt of items
What was received can be documented by a packing slip, an in-house receiving system, or an email or note from the receiver indicating what was received.
Order approval
A request or approval for a purchase from an individual responsible for the fiscal management of the chartstring used (such as a PI, their delegate, or a department manager). Authorized Signers in high-volume departments who want cardholders pre-approved to purchase certain goods within certain constraints as set by the department, without having to perform individual order approvals, should keep a document on file stating the applicable constraints in detail.
Additional Documentation
While the documents listed above are sufficient for the majority of transactions, some transactions may require additional documentation. A good rule of thumb is to include anything that would be necessary to fully describe the transaction to someone from outside your Department.