Systems and Procedures
A Division of The Corporate Controller's Office

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. PNumber 1 – Enter the transaction number for this receipt. The number begins with the letter P.
  12. Reconciler Initials – The reconciler must initial the completed form.
  13. Date Reconciled – The reconciler must enter the date of reconciliation.
  14. PNumber 2 – If a credit has been received, enter the original transaction P Number. This number begins with the letter P.
  15. PNumber 3 – If a duplicate transactions occurs, enter the original transaction P Number. This number begins with the letter P.
  16. PNumber 4 – If a duplicate transaction occurs, enter the credit to correct the transaction. This number begins with the letter P.
  17. 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 Courier's Transfer Log