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.

Procedures

• 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.