Submitting P-Card Statements in the Proper Format
source Melonee Bristoe and Charlie Sinex

Every month, P-Cardholders submit receipts and card statements to Accounting Services for auditing. To ensure an accurate audit trail, card statements must be submitted in the proper format.

When submitting receipts and statements to Accounting Services, use one of the following methods:

  • Attach receipts to a hard copy of the statement mailed to you by American Express.
  • Attach receipts to a printed copy of the statement e-mailed to you by American Express (the email usually contains a link to a PDF copy of the paper statement).
  • If for some reason you do not receive a statement from American Express by letter or e-mail, contact your p-card manager so they can:
    1. Verify your mailing address on the statement to make sure it is correct.
    2. Print you a copy of the missing statement through the Strategic Account Management System (SAMS).
View a Correctly Formatted Paper Statement.

A fourth option is available as a last resort:
  • Print a copy of the account summary provided on the NetService website. This method is not preferred because the NetService website does not include essential information. If you choose to submit receipts using this method, please add the following information to the printed statement:
    1. Write the last eight digits of your AmEx account number at the top of the page.
    2. Write the cardholder’s name, exactly as it appears on the card, at the top of the page.
    3. Write the total cost at the bottom of the page.
    4. When printing the page, make sure the cost of each line item is visible (some printers cut off the column on the far right).
View a correctly formatted NetService Statement.

When compiling your statement-reconciling submission, please make sure the top page of your packet is page number one of your statement. Page one displays important reconciling information that p-card auditors require. The transaction detail should appear on subsequent pages. Please direct questions to your campus p-card manager or your accounting department.

June 2009 Newsletter

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