SUBMISSION FOR PAYMENT OF PURCHASES
Submission of ProCard receipts must be done within 5 working days of purchase. ProCard logs and receipts must be submitted to the OCHE Procurement Card Coordinator (Susan Smith) each Friday. The cardholder must ensure that receipts for all purchases are attached to the log.
Procurement card privileges may be suspended if procard receipts are submitted after the due date or if logs are submitted without appropriate documentation attached. Cardholders who have not submitted their receipts by the time the monthly bills must be paid (around the 24th of each month) may lose their card privileges.
Each cardholder must verify purchases as they are received. Items will be charged against whatever default org you identified when you applied for your card. It is necessary to make sure the org and account code are correct before these charges are posted to the State's accounting system (SAHBRS.) Please note required accounting changes from the default codes on the log sheet.
If there is a disputed charge on the report, contact the vendor in an attempt to resolve the dispute. Notify US Bank customer service help desk at 1-800-344-5696 of all disputed charges in writing within 60 days from date of statement. Also note this action on e-mail report and return to OCHE purchasing card coordinator.
Contact OCHE purchasing card coordinator if acceptable resolution cannot be reached.
- If a receipt is missing, request a duplicate from the vendor. Let OCHE/Purchasing Card Coordinator know that a duplicate receipt has been requested.
- If merchandise was returned, contact vendor to request a credit. Make a note of this action on original receipt and procard cover sheet. Notify OCHE Purchasing Card Coordinator of credit.
Verify on the log that each receipt indicates whether or not the item has been received (receipt is signed & dated when item is received).
Attach all original receipts with a procurement card log sheet completed for each receipt and submit to OCHE Purchasing Card Coordinator, Susan Smith. Remember to note on the log if an org or account code is required that is different from your default codes.
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