Arkansas Tech University PCard Checklist and Log Instructions
This file provides detailed instructions for Arkansas Tech University PCard holders on how to properly complete and submit monthly PCard logs. It includes guidelines on receipt requirements, transaction documentation, and log submission procedures. Follow these steps to ensure compliance with university policies.
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How do I fill this out?
To fill out this file, you need to gather all your monthly PCard receipts and complete the Excel log with the required details. Make sure your log matches your statement for accuracy. After completing the log, you need to print it, get necessary signatures, and submit it along with the required receipts and forms.
How to fill out the Arkansas Tech University PCard Checklist and Log Instructions?
1
Gather all relevant PCard receipts and required forms.
2
Complete the Excel PCard log with transaction details.
3
Ensure the log total matches the statement total.
4
Print the log and obtain necessary signatures.
5
Submit the signed log along with receipts and forms.
Who needs the Arkansas Tech University PCard Checklist and Log Instructions?
1
PCard holders at Arkansas Tech University need this file to properly document and submit monthly PCard transactions.
2
Department supervisors need this file to review and approve PCard logs submitted by cardholders.
3
The Procurement office requires this file to ensure compliance with university purchasing policies.
4
The Controller's Office requires this file for financial auditing and record-keeping purposes.
5
Event organizers at Arkansas Tech University need this file to document and approve gift and award purchases.
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Use the tools to fill in transaction details and other required information.
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4
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Download and print the final version for submission.
What are the instructions for submitting this form?
Submit the completed and signed PCard log along with required receipts and forms to the Procurement office. You can submit the documents via email to procurement@atu.edu, fax to (479) 968-0633, or mail to Procurement Office, Arkansas Tech University, 1509 North Boulder Avenue, Russellville, AR 72801-2222. Double-check for accuracy and include all necessary information before submission.
What are the important dates for this form in 2024 and 2025?
The PCard logs are due around the 18th of each month. Pay attention to fiscal year-end deadlines, typically early June. The card will be cut off for charges until July 1 for the new fiscal year.
What is the purpose of this form?
The purpose of this form is to provide detailed instructions for Arkansas Tech University PCard holders to ensure proper documentation and submission of monthly PCard transactions. This includes gathering receipts, completing the Excel log with transaction details, and obtaining necessary approvals before submission. Following these instructions helps maintain financial accountability and compliance with university purchasing policies.
Tell me about this form and its components and fields line-by-line.
- 1. Date: The date of the transaction.
- 2. Vendor name: The name of the vendor from whom the item was purchased.
- 3. Amount of charge: The total amount charged for the transaction.
- 4. Line item detail: Specific details of the items purchased.
- 5. Tax amount: The tax amount included in the transaction.
- 6. Shipping address: The shipping address for online purchases.
- 7. Form of payment: The method of payment used, typically a credit card.
What happens if I fail to submit this form?
Failure to submit this form can result in non-compliance with university purchasing policies and potential financial discrepancies.
- Non-Compliance: Failure to submit the form results in non-compliance with university policies.
- Financial Discrepancies: Unsubmitted forms can lead to financial auditing issues.
How do I know when to use this form?
- 1. Monthly Transaction Documentation: Ensure detailed documentation of monthly PCard transactions.
- 2. Compliance with Policies: Maintain compliance with university purchasing policies.
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