Purchasing Card Program - Receipt Retention

procurement services

Boston College is piloting a change involving purchasing card receipt retention. Although it continues to be a best practice to retain all receipts when possible, we realize that some departments may have deliveries spread to various locations throughout the campus, making it hard to collect all receipts and packing slips for receipt reconciliation. To help reduce this requirement with our contracted vendors, departments may decide to take part in a pilot program requiring less receipt tracking for transactions under $100. The pilot program does not apply to purchasing card expense transactions under $100 incurred on grants, contracts and other sponsored agreements (Fund 500 budgets).

Under this pilot program, receipts under $100, from Boston College’s Contracted Level 3 (transactional detail providing) suppliers will no longer be required. These vendors include:

AirGas/Linde Gas	Science Cylinders
Allied Waste	Rubbish Removal
Anixter	Network Needs
Apple Computer(APL On-Line)	Macintosh Computers and Peripherals
Auto Zone	Facilities Vehicle Needs
CDW	Computer Peripherals
Dell Computer	Dell Computers
Federal Express	Express Mail Provider
Fisher Scientific	Primary Lab Supply Provider
Henry Schein	Medical Supplies
Pitney Bowes	Postal Meter, Postage-On-Line
VWR	Secondary Lab Supplies
WB Mason	Office Supplies

Because these vendors supply purchasing card item detail information (level 3 information) into PeopleSoft, the information on what items were delivered can be found using the PeopleSoft query BC_PCARD_LEVEL3_ALL. Departments can run this query as needed to share with cardholders and supervisors. This pilot does not eliminate the need to reconcile your bank statements to PeopleSoft.

Please supply any questions or comments regarding this pilot program to pcard@bc.edu or contact Cecilia McClay at 2-0817. Your feedback will be a great help in evaluating the results of the pilot.