Number: SOP-CARD-03
Subject: P-Card Document Retention
Summary: Receipt retention requirements for P-Card transactions.
Source: University Procurement Services
Date of Issue: 03/12/2019
Date of Revision: 07/22/2019
Procedure
Receipts
Emburse Enterprise is the source tool for document retention for P-Card receipts. All P-Card expenses must have an itemized receipt associated with them. Departments should retain the original receipt until it has been uploaded to Emburse Enterprise and legibility of that receipt has been validated by the transaction approver as clear and complete.
Statements
There is no requirement for statement retention. Statements may be retained by the department for use as a reference tool in matching expenses in Emburse Enterprise.
Support Documentation
Emburse Enterprise is the source tool for support documentation required to rectify non-compliant P-Card expenses. Departments should retain support documentation until it has been uploaded to Emburse Enterprise and has been validated by the transaction approver as clear and complete.