Get the free Purchasing Card Record - Dickinson State University - dickinsonstate

Purchasing Card Record Dickinson State University Cardholder (Employee): Reporting Period: From: to (billing cycle is from the 3rd 2nd of each month) Date of Purchase Vendor Fund Dept Account Pro/Program

How to fill out purchasing card record

How to fill out a purchasing card record?

1. Begin by entering the date of the transaction in the designated field. It is important to accurately record the date for reference purposes.
2. Next, fill in the vendor's name or the entity from whom the purchase was made. Double-check the spelling and ensure that the name is entered correctly.
3. Provide a brief description of the item(s) or service(s) purchased. This should include enough information to easily identify the transaction.
4. Indicate the category or expense account to which the purchase should be allocated. This helps in tracking and analyzing expenses.
5. Write down the amount of the purchase in the appropriate field. Make sure to include any applicable taxes or fees.
6. Include any additional information or notes that may be relevant, such as project codes, cost center codes, or internal tracking codes.
7. Attach any supporting documents, such as invoices or receipts, to the purchasing card record. This helps in verifying the accuracy of the information provided.

Who needs a purchasing card record?

1. Procurement and Finance Departments: These departments are responsible for tracking and managing expenses. They require purchasing card records to maintain accurate financial records and ensure compliance with accounting policies and procedures.
2. Auditors: Auditors review purchasing card records to ensure that transactions are properly authorized, supported by documentation, and comply with applicable regulations and policies.
3. Managers and Supervisors: Managers and supervisors may need access to purchasing card records for budgeting, expense management, and reviewing employee spending.
4. Cardholders: Cardholders themselves benefit from retaining their purchasing card records as a means of tracking their own spending, reconciling charges, and providing documentation for expense reimbursements.

Overall, filling out a purchasing card record involves accurately recording transaction details and supporting documentation, which is essential for financial tracking, compliance, and accountability purposes.

For pdfFiller’s FAQs

What is purchasing card record?

Purchasing card record is a document that records transactions made using a purchasing card for procurement purposes.

Who is required to file purchasing card record?

Individuals or departments that use purchasing cards for procurement purposes are required to file purchasing card records.

How to fill out purchasing card record?

Purchasing card records can be filled out by entering details of each transaction, including date, vendor, amount, and purpose of purchase.

What is the purpose of purchasing card record?

The purpose of purchasing card record is to track and monitor all transactions made using a purchasing card for procurement purposes.

What information must be reported on purchasing card record?

The purchasing card record must include details such as date of transaction, vendor name, amount spent, and purpose of the purchase.

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