Policy Updates for Purchasing Cards and Employee Expense Reimbursements
Gift Card Update: Gift Cards may now be purchased on University Purchasing cards. Gift Card purchases need preapproval using the Special Expense Request Form and distribution of gift cards must be documented using the Gift Reconciliation Form.
Acceptable Itemized Receipt Policy Update: Acceptable forms of itemized receipts include: itemized receipts/order confirmations delivered to the employee electronically, copies, faxes, or original paper receipts. Copies of purchasing card statements are not acceptable forms of receipts. For Internet purchases, the print out of the order confirmation showing the details, the email confirmation, or the shipping document showing what was purchased; the quantity and the price paid shall suffice as an acceptable form of an itemized receipt.
3rd Party Transactions Update: The use of a third party financial servicer is discouraged and should only be used in cases where it is the only means to make a valid authorized state business purchase. Examples of third party financial servicers are Amazon, Ebay, and Paypal. If a 3rd party financial servicer is used, the transaction must:
1. Be for the exact amount of the purchase price from the vendor.
2. Be for a single purchase and only at the time you make the purchase.
3. Be documented by a receipt from both the financial servicer and from the merchant providing the product. Both receipts must be kept together and attached as required documentation to the paper statement submitted to Business Services.