Areas to be Tested During a P-Card Audit.
Monthly Cardholder Statement
- A statement is on file for each month that charges were made.
- Statements are signed by the cardholder.
- Statements have been reconciled and signed by the reconciler.
- Statements have been reviewed and signed by the supervisor.
- A detailed receipt is on file for all purchases. A charge card authorization slip is not adequate because it does not identify what was purchased.
- For food or meal items, the legitimate university purpose and list of attendees is noted on the receipt or Hosting Documentation Form.
- Transaction logs are completed and attached to cardholder’s monthly transaction statement. If a log is not attached, each charge on statement must be adequately documented when the purpose of the charge is not easily apparent.
- Purchases appear to be for a legitimate university purpose.
- Purchases do not appear on the prohibited purchase list. See the P-card user’s guide for a copy of this list.
- The purchase was not a split transaction. (The transaction was not divided into multiple transactions to get around the cardholder’s transaction limit.)
- Sales tax was not included in the charge.
- Disputed or problem items have been resolved.
- The department has an adequate method of tracking and resolving any charges made but not shown on the monthly statement.
- The department has adequate procedures in place to track equipment type items purchased on a P-Card.
- A sample of items purchased will be selected to ensure items are on hand.
- The travel packet is in evidence.
- The conference agenda/trip itinerary is in the travel envelope.
- Airline ticket documentation is in the envelope.
- All other trip receipts are in envelope.
- The receipt obtained from the University Cashier’s Office for the reimbursement/payment is in the envelope.
- Part II of travel log lists only P-Card charges.
- Items are recorded in the correct columns.
- When authorized for foreign and applicable group travel, ATM withdrawals are reasonable and recorded in the correct columns.
- Part III lists only “out of pocket” business expenses (per diem expenses should not be recorded here)
- Misc. charges listed in Part III are itemized.
- Misc. charges listed in Part III are supported by receipts when the total amount exceeds $20.
- Odometer readings are listed if approved standard miles are not used.
- Per Diem calculations accurately reflect airline departure and arrival times.
- Reimbursement/payment calculations are accurate.
- Card is approved for travel.
- Travel only cards have not been used to pay for non travel related items.
- Supervisor approval was obtained and noted on the WSU Travel Log Part I before commencement of travel.
- Part V of travel log has been signed by the cardholder, and the supervisor prior to the log being taken to the Cashier’s Office for reimbursement or payment.
- The reconciler should sign and date part V when the log has been reconciled to the cardholder’s monthly transaction statement.
For a printable version of this report click here.