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P-card Receipt Requirements

 

Receipts

Scanned Receipts and Statements: The Controller has approved the use of scanned versions of purchasing card (P-Card) receipts and p-card statements, after reconciliation, as an approved method of retention for the University. Scanned receipts will last longer, are less likely to be lost, and can be shared with the applicable P1, P2 or Audit, depending on how the file is secured. As with any method of retention, including hard copy, account numbers should be blacked out (prior to scanning), and the scanned file should be maintained in a secure server. If you have questions regarding this process, please contact the P-Card Administrator at 2-0817

Receipt Retention Requirements for Cardholders to Match to Statements Every 30 Days: 

  • All receipts from non-contracted merchants
  • All receipts from contracted, level 3 suppliers over $1000  Contracted-Level 3 Supplier List
  • All receipts for meetings and meals, including any BC Dining facility, along with a list of attendees and business purpose. If there are more than 10 people, then a group may be listed. ie: snacks for new employee orientation, total attendees: 21

Receipts are held for: 

  • All University Sponsored, (fund code 100, 920, 220 and 820) receipts for 3 fiscal years 
  • All grants (fund code 500, 120): life of the grant plus a minimum of three years after the submission of the final expenditure report for restricted, funding agencies, contract or grant funds ledger accounts