ProCard Descriptions & Documentation

This webpage is to provide guidance on what needs to be included with the procard reconciliation. The primary focus is on the line description/business justification field and what supporting documentation to include.

The information that is entered into this field is carried over to the general ledger for state auditor access. The information that should be included in this field is:

1. Vendor Name

2. Brief description of what was purchased

3. Business Justification for the purchase- Additional information that tells why the purchase was made, or how it is used to benefit the university.

Should always be an itemized invoice when possible. The procard statement already shows how much was paid to each vendor – the purpose of the supporting documentation is to show the detail of what was purchased.

Transaction receipts and payment confirmations do not always show the detail with the unit price information. Documentation should have all sensitive information such as credit card numbers and bank account numbers redacted before scanning.

Acceptable supporting documentation:

• Invoice
• Detailed cash or sales receipt
• Packing slip with itemized pricing
• Conference registration forms
• Internet purchase confirmations (web page printout)

For the above documents to be acceptable they must include the following:

• Vendor name
• Date
• Itemized pricing
• Itemized description of item(s) purchased
• Conference registration forms must include dates, location, and cost of conference.
• Airline ticket documentation must include traveler name, dates, destination(s), class, and ticket number. When reconciling tickets and agency fees, please be sure to match the appropriate procard line number to the appropriate ticket number and agency fee number on your invoices

Purchases that require additional documentation:

• Prizes/gifts – completed Gift Receipt Form or IRB letter of approval if research; see Gift/Prize Guidelines
• Printing – approval from University Relations
• Licensed Merchandise/Screen-printing – approval from UNI Trademark Licensing Office
• Professional Service expenses $500.00 and over – copy of the signed Professional Service Agreement or contract; see PSA Guidelines
• Food – names of attendees with their affiliation to UNI; agenda if available; VP approval if required. See Policy 9.43
• Exclusive contracts – UNI’s exclusive and “vendor-of-first-choice” contracts require prior approval before purchasing contract items from another vendor:

•  Coke (exclusive) – Molly Ungs
•  Windstar (exclusive) – Jon Westhoff
•  Office Depot (vendor of 1st choice) – Jon Westhoff
• Federal grant purchases over $10,000 – 3 quotes must be attached; contact Procurement Services on purchases over $25,000
• Clothing – approval from University Relations or UNI Trademark Licensing (if applicable), plus complete list of recipients with dollar value of item(s). See Guidelines for Clothing Purchases
• Travel cost comparisons – flight price comparisons must be provided if a non-designated airport is selected (designated airports are Waterloo, Cedar Rapids, and Des Moines) or if personal days are included in a business trip