 |
Reconcile cardholders' statements with receipts.
|
|
Review the Procurement Card transaction and management
reports to ensure that the Procurement Card is being used appropriately.
|
|
Complete a "Statement of Disputed Items" form
and fax it directly to GE at 1-800-471-9770 if a problem with a transaction
arises or an error appears on a statement. The form may be found in the
Appendix.
|
|
Retrieve cards from employees who leave Duke, change
departments, or move to a job in which they will no longer require a
Procurement Card. Destroy the card and send an e-mail message to pcard@duke.edu
indicating department name, cardholder name, cardholder account number, and the
reason for canceling the account.
|
|
Designate default fund codes for all departmental
cardholders.
|
|
All transactions must be classified to an appropriate
object code in PARIS. Charges are posted to the General Ledger 15 business days
after the transaction posting date. Cardholder privileges can be suspended if
transactions are not cleared within 30 days.
|
|
Identify any receipts that clearly show North Carolina
sales tax paid and reclassify the sales tax amount to account
100-1000-1461-00000 for Duke University and Duke University Medical
Center, or 100-1000-1463-00000 for Duke University Health Services.
|
|
Determine to whom cards should be issued and forward
applications appropriately. GE Capital does not extend any liability
coverage to cardholders that are non-Duke employees.
|
|
Retain required itemized receipts for IRS purposes in the
department for a period of five years from the end of the fiscal year in which
the transaction occurred. These receipts should be stored in each department.
|
