PURCHASING CARD SUPPORT FORM INSTRUCTIONS
Systems and Procedures
A Division of The Corporate Controller's Office
IN

PURCHASING CARD SUPPORT
FORM INSTRUCTIONS

Form Instructions

  1. Vendor Name - Enter the vendor name for this transaction receipt.
  2. Description - Enter a detailed description of the purchase.
  3. Purpose - Enter a detailed purpose for the transaction.
  4. Account to be charged table - This table contains four (4) columns and three (3) rows.
    1. Column 1 - Budget - Enter the budget number to be charged for this transaction.
    2. Column 2 - Fund - Enter the fund number to be charged for this transaction.
    3. Column 3 - Object Code - Enter the object code to be charged for this transaction.
    4. Column 4 - Amount - Enter the dollar amount to be charged to the budget number.

  5. Free Space - Enter a description that will be visible on the "free space" screen in the IBIS financial system. There are two lines available for data entry.
  6. Cost Center - Enter the cost center for this transaction (if applicable). There are two lines available for data entry.
  7. Sub-Object Code - Enter a sub-object code for this transaction (if applicable). There are two lines available for data entry.
  8. Cardholder Comments - The cardholder may use this space for any comments pertinent to this transaction.
  9. Cardholder signature - The cardholder must sign the completed form prior to submission to the reconciler.
  10. Date - The cardholder must date the completed form. This date is the day upon which the form has been completed.
  11. Cardholder Name - Enter the name of the cardholder.
  12. PNumber 1 - Enter the transaction number for this receipt. The number begins with the letter P.
  13. Reconciler Initials - The reconciler must initial the completed form.
  14. Date Reconciled - The reconciler must enter the date of reconciliation.
  15. PNumber 2 - If a credit has been received, enter the original transaction P Number. This number begins with the letter P.
  16. PNumber 3 - If a duplicate transactions occurs, enter the original transaction P Number. This number begins with the letter P.
  17. PNumber 4 - If a duplicate transaction occurs, enter the credit to correct the transaction. This number begins with the letter P.
  18. Reconciler Comments - If the account or object code information entered in IBIS is different than reported by the cardholder, please note this information in this comments section
Image of Purchasing Card Support Form