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Purchasing Card Transaction Settlement Policy

The College of Agricultural Sciences has implemented a policy to ensure timely settlement of all purchasing card charges. This policy is effective February 3, 2016.

As a  result of a growing issue within the College with regard to timely settlement of purchasing card transactions for both goods/services and travel as well as an unacceptable number of lost receipts, the College has implemented a policy to ensure timely settlement of all purchasing card charges. 

In accordance with University policies all goods/service purchasing card charges must be reconciled within 30 days of the purchase date and all ERS (travel) purchasing card charges must be settled within 60 days of returning from the associated trip (or group meal event).   

Below is the College policy that will be implemented immediately:

Goods & Services transactions

  • All charges must be reconciled within 30 days of purchase per University Policy BS14.
  • For goods and services transactions not reconciled within 30 days of purchase:
    • First offense - Cardholder will be given 24 hours to turn in associated paperwork and receipt. If paperwork is not received with 24 hours, purchasing card will be suspended and cardholder will need to retake and pass University purchasing card training. Suspension of card will be for a minimum of 30 days or until cardholder has taken and passed University purchasing card training.
    • Second offense - Purchasing card will be cancelled indefinitely.

ERS (travel) transactions

  • All charges must be settled within 60 days of returning from travel per University Policy BS14.
  • For all ERS (travel) transactions not settled within 60 days, the amount of charges on University purchasing cards will be deducted from the employee’s pay and no reimbursements will be made to employee for out-of-pocket expenses. 

PLEASE NOTE:  For those of you who purchase airfare in advance of your trip, the 60 days does NOT pertain to airfare charges UNTIL after you return from travel.

Lost receipts (Goods & Services and ERS)

  • All transactions must be support with associated detailed receipt.
  • If a cardholder loses the original receipt, it is the cardholder’s responsibility to contact the vendor to obtain a duplicate receipt.
  • In the event that a duplicate receipt is not able to be obtained, a lost receipt form must be completed.
  • First lost receipt offense - cardholder will receive a warning.
  • Second lost receipt offense - purchasing card will be cancelled indefinitely.

Extenuating circumstances that prevent timely settlement of purchasing card charges and/or submission of lost receipt forms should be communicated to Brian Mauersberg, College Financial Officer, at brm8@psu.edu as well as your departmental reconciler.