Best Practices for P-Card Documentation
The following guidelines will benefit consistent expense report submissions for P-Card reconciliation in Chrome River Travel and Expense.
- The Cardholder or their Chrome River Delegate will create an expense report for one or more P-Card expenses appearing in the Cardholder's ewallet.
- Segregation of duties will be enforced to ensure accuracy and to prevent misuse.
- Documentation is to be complete and document each transaction in that expense report.
- The Cardholder or their Chrome River Delegate will complete object code mapping and account allocation for each expense in that expense report.
- A legible, itemized receipt matching the U.S. Bank transaction record must be added to that expense report for each expense.
- Documentation of resolution of non-compliance expenses must be added to the expense report for each non-compliant expense.
- The Cardholder or their Chrome River Delegate will verify that all expenses in that expense report are true and correct, and are for legitimate business purposes.
- The Cardholder or their Chrome River Delegate will submit that expense report and it will route to the P-Card Transaction Approver for the policy audit review and expense approval.
Critical data must be redacted from supporting attachments. Critical data includes social security number, credit card number, and bank account information. Guidelines from the University Information Policy Office are available here.
Audits and Suspensions
The Fiscal Officer or the P-Card Transaction Approval verifies each transaction against the original receipt and is responsible for reviewing Chrome River P-Card expense reports for compliance with IU policies and procedures. Transactions that do not comply with Indiana University policy and procedures require rectification. For example, personal charges are not permitted on IU procurement cards. The required action is to reimburse IU for any personal charge and include the Chrome River document number with the supporting paperwork.
The IU Internal Audit Department may also conduct periodic audits of cardholder transactions and supporting documentation. Additionally, the IU Purchasing staff will review transaction activity reports to ensure cardholders are adhering to the IU policies and procedures.
Cardholders must submit Chrome River expense reports with equivalent original receipts on a timely basis. This means P-Card expenses must be submitted within 30 days and be supported by legible, itemized receipts and documentation of resolution of any non-compliant transactions. Failure to comply with this policy may cause your card privileges to be rescinded.
If there is one or more unsubmitted expenses over 90 days card privileges will be temporarily suspended until all expenses have been added to an expense report and submitted for approval. Card suspension means the cardholder will be unable to use the card to make any purchases until the outstanding problems have been resolved and card privileges have been re-instated.
Repeated occurrences of card suspension may be cause for permanent card cancellation.
Please feel free to contact P-Card Support with any questions about what constitutes an allowable charge or acceptable supporting documentation.
Disputes or discrepancies regarding payments are processed in Access Online or you may call US Bank Customer Service at 1-800-344-5696. These types of disputes are not handled by disapproving the Chrome River P-Card Expense Report. Once the discrepancy is resolved in Access Online, then a credit expense will appear in the Cardholder's ewallet at a later time.
Payments to US Bank are made from a consolidated IU statement sent to FMS. Cardholders are sent monthly P-Card memo statements for reconciliation purposes only.