Purchasing Cards

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.

Supporting Documentation

  • 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.

Items Purchased

  • 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.


Travel Charges

Travel Documentation

  • 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.

Travel Log

  • 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.

Travel Approval

  • 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.