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1、Record Keeping and DocumentationReceipt DocumentsThe cardholder is responsible fbr ensuring receipt of goods and materials and follow-up with the vendor to resolve any delivery problems, discrepancies, damaged goods or wrongful pricing.1. Itemized receipt or credit documents, issued by a vendor, sup
2、porting each transaction charged to the BPC card during the month must be attached to the monthly BPC log.la.Receipt documents include charge receipts, invoices, packing slips, etc.lb.Receipt documents must contain a description of the items purchased and the cost, which is sufficient to support the
3、 expenditure account code used.2. If you are unable to obtain a receipt from the vendor, you must provide a written explanation of why the receipt was not obtained. In lieu of the receipt, you must provide written documentation summarizing the transaction, including ail pertinent information. Writte
4、n documentalion detailing the transaction is also required if the only documentation provided is a credit card charge receipt that does not include these details. This documentation will not be accepted on a regular basis.3. Documentation for Conference Registrations, and/or AirFare.3a. Conference R
5、egistration - Need Name of conference, training, meeting. Dates, location: City and State, Who is attending and Travel ID. Account code for all 526610 (no matter the funding): http:Purchasing Staff:How to verify Seminar - KUMC/KU Accounts Payable/KU AP Travel/Travel Expense Seminar3b. Air Fare - Nee
6、d Name of Vendor, Date of Flights and numbers, Destination, Why and Travel ID. In State 525170, Out of State 525270, International 525370. All RINST are coded 2501 orhiiD： AirFare2012.DdfPurchasing Stall:How to verify Airfare - KUMC/KU Accounts Payable/KU AP Travel/Travel Expense AirRecord keeping i
7、s essential to the success and continued availability of the BPC program. Cardholders should photocopy their monthly statement, each invoicc/rcccipt and print a copy of their transaction log for their records. Department records must be maintained for a period of 3 years. Original documents should b
8、e forwarded (o Purchasing (5years). All itemized receipt documents, BPC logs, and UMB statements (for each BPC card account) must be maintained in accordance with the Public Records Preservation Act (K.S.A. 45-401 et seq.).United Missouri Bank (UMB) pays merchants within three days of your business
9、transaction. Please indicate to merchants that they MUST NOT invoice the University to avoid duplicate payment.Resolving Errors, Disputes, Returns and CreditsThe cardholder is responsible for contacting and following up with the vendor on any erroneous charges, disputed items or returns. If the card
10、holder is unable to reach agreement with the vendor, complete a Vendor Dispute Form and fax the completed form to the United Missouri Bank at 816-843-2485. The bank must be notified of any disputed item(s) within 45 days of the last cycle in which the item was purchased. A copy of the form should be
11、 submitted with your transaction log. Keep your documentation to support each credit for returns or exchanges.Dispute form:Cardholder Dispute FormSales and Use TaxThe University of Kansas Medical Center is exempted from paying Kansas sales or use tax per KSA 79- 3606(b). Information on the Universit
12、ys tax-exempt status appears on the back of the procurement card. BE SURE TO REMIND THE VENDOR OF THE TAX EXEMPT STATUS WHEN MAKING A PURCHASE.1. Kansas and Missouri exemption certificates -Tax ExemDl Cerlificaies1. To acquire Tax Exenwl slaius wi【h A LLCException - VAT Tax - on some International p
13、urchases this VAT Tax may be added. These arc allowed and do not have to be separated out from the cost of the item when entering.A. Exception - You must pay sales tax when you buy materials and supplies to use on construction contracts with state agencies and Indian tribes. Project exemption certif
14、icates arc not issued to the State of Kansas, its agencies including the Kansas Department of Transportation, or (o Kansas Indian tribes for work done on their reservations. A Kansas vendor may not honor exemption certificates from the State of Missouri or its agencies or from any other state for me
15、rchandise delivered in Kansas. Similarly, out-of- state vendors may not honor a Kansas project exemption certificate if you buy and take deliveries of materials in their state.If you were charged tax for any of the reasons above please put this explanation in the comments section of your BPC transac
16、tion. You do not have to separate the tax from the cost of the item. If you do detail entering, code it the same as the item purchased.http:Exception- Air Fare, Car Rental. Train or Bus tickets. You will not be expected to get a refund or to pay with private funds taxes chiirged to transportation arrangements.When sales tax is paid on a transaction, the cardholder is required to obtain credit from the vendor for the tax paid. In addition, (he
