| Step |
Responsible |
Task Required |
| 1 |
Cardholder |
Make purchase directly with vendor within pre-assigned
authorization limits.
|
| 2 |
Cardholder |
Log each transaction in a Transaction Log. Retain
all credit card slips, cash register receipts, packing slips, etc.
|
| 3 |
Cardholder |
Look for your transaction on PVS Net. Check to see if
transactions are showing up properly (transactions generally show up on PVS Net
within 48 hours of purchase).
|
| 4 |
Cardholder |
Ensure receipt of goods and services and follow-up with vendor
to resolve any delivery problems, discrepancies and damaged goods. |
| 5 |
Cardholder |
If necessary, change the account and object codes assigned to
the transactions. |
| 6 |
Cardholder |
Billing cycle ends on the 14th of each month. Submit Transaction
Log together with receipts and documentation to Fiscal Office by 4:00pm on the 14th
of each month. Check that your Transaction Log has the required signatures and receipt
of goods/services has been documented. |
| 7 |
Fiscal Officer |
Generate statement on PVS Net. Compare the sales receipts/Transaction Log
to the statement. Review transactions for appropriateness of expenditure. Check availability
of funds. Examine reallocations and make necessary changes. Fiscal Officer must complete
this review/reconciliation by 4:00pm on the 20th of each month. |
| 8 |
ITS |
Download information from PVS Net to UH FMIS accounting system. |
| 9 |
Fiscal Officer |
Forward inventory information (if any) to PFMO. |
| 10 |
Fiscal Officer |
Upon receipt of FHB statement, reconcile PVS Net statement to FHB statement. |
| 11 |
Fiscal Officer |
Retain & file PCard documents. |
