Library: Policy

OKDHS:2-11-41. Documentation

Issued 8-1-06

    Each employee issued a purchase card (p/card) must maintain a current Form 10CL009E, Purchase Card Log, for all p/card purchases.  A separate Form 10CL009E is maintained for each p/card for each billing cycle.

• (1) Receipts.  An original itemized receipt from the vendor must support each purchase.  Receipts for purchases must include the:
  • (A) date of purchase;
  • (B) name of vendor;
  • (C) total amount of purchase; and
  • (D) itemized description of items purchased.  If the p/card receipt includes only the total amount of purchase, attach the detailed receipt or packing list with detailed information.
• (2) Lost receipts.  Repeated loss of receipts is grounds for discontinuing a cardholder's p/card use or other disciplinary action.  When a receipt is lost, the cardholder:
  • (A) notes the loss on Form 10CL009E and completes Form 10CL005E, Missing Receipt, which is used in lieu of an original receipt; or
  • (B) contacts the issuing bank to obtain a copy of the receipt.  A fee is charged to the cardholder's account for this service.