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DEPARTMENTAL PURCHASING CARD COMPLIANCE VERIFICATION REPORTING PROCEDURES (Rev 7/2012) 1. Every month, within 5 calendar days of the end of the billing cycle (27th of each month), all department chairs/heads

How to fill out purchasing card compliance verification

How to fill out purchasing card compliance verification:

1. Gather all necessary documents and information. This may include receipts, invoices, statements, and any other relevant documentation related to the purchases made with the purchasing card.
2. Review the purchasing card compliance verification form. Make sure you understand all the fields and requirements of the form before starting to fill it out.
3. Begin filling out the form by entering your personal and contact information. This may include your name, job title, department, and contact details.
4. Provide details about the purchases made using the purchasing card. Include the date of the purchase, the vendor's name, a brief description of the purchase, and the amount spent.
5. Attach copies of the receipts or supporting documents for each purchase. Make sure the copies are clear and legible.
6. If necessary, provide additional explanations or justifications for certain purchases. This may be required for purchases that could be seen as non-compliant or outside the approved guidelines.
7. Review the completed form for accuracy and completeness. Double-check all the information provided to ensure it is correct and properly documented.
8. Obtain any required approvals or signatures. Depending on your organization's policies, you may need to have the form reviewed and signed by your supervisor or a designated authority.
9. Submit the completed purchasing card compliance verification form as instructed by your organization's procedures. This may involve sending it to a specific department or uploading it to an online system.
10. Keep a copy of the filled-out form and supporting documents for your records.

Who needs purchasing card compliance verification?

1. Organizations that utilize purchasing cards as a means of payment for goods and services typically require purchasing card compliance verification.
2. Departments or individuals responsible for enforcing financial controls and ensuring compliance with organization policies often request purchasing card compliance verification.
3. Auditors or compliance officers who conduct reviews or investigations may require purchasing card compliance verification as part of their assessment process.
4. Regulatory bodies or government agencies that oversee financial activities may request purchasing card compliance verification during audits or inspections.
5. Purchasing cardholders themselves may need to complete purchasing card compliance verification to demonstrate that their purchases are in line with organizational policies and guidelines.

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What is purchasing card compliance verification?

Purchasing card compliance verification is the process of ensuring that all purchases made using a purchasing card are in compliance with company policies and regulations.

Who is required to file purchasing card compliance verification?

All cardholders who make purchases using a purchasing card are required to file purchasing card compliance verification.

How to fill out purchasing card compliance verification?

Purchasing card compliance verification can be filled out by providing details of all purchases made using the card, including the date, amount, merchant, and purpose of the purchase.

What is the purpose of purchasing card compliance verification?

The purpose of purchasing card compliance verification is to ensure transparency and accountability in the use of purchasing cards and to prevent misuse or fraud.

What information must be reported on purchasing card compliance verification?

The information that must be reported on purchasing card compliance verification includes details of all purchases made using the card, such as the date, amount, merchant, and purpose of the purchase.