The B.E.S.T. Bulletin
Business Expense Survival Tips
- October 2007 -
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Attaching Receipts to the Reconciliation Form
We appreciate the time and effort cardholders put into taping their receipts to paper before they submit their documentation. Please remember to tape the edges of your receipts without covering the dollar amounts, totals, dates or itemized areas of the receipts. The majority of receipt paper is the NCR type. If this is covered by tape any printing cannot be read, and if the tape is pulled off, the ink is pulled off with it.
Changes to Reconciliation Form
If you have not already done so, please download the newest version of the Reconciliation Form that was recently updated in July 2007. The updated form is available on the Controllers website. The new form has the updated per diem rates. Also in Section F – Approval, the senior administrator will be required to SIGN AND PRINT their name.
Optional Fields in Section I - Section I has been renamed and now contains two optional fields. What was previously called “Total Paid on Credit Card” is now called “Total Documented Credit Card Purchases.” This field will continue to automatically calculate the total of credit card purchases recorded on the form. The field “Optional – Remaining Credit Card Expenses field” was added for the rest of the credit card expenses that do not need to be recorded on the form. The “Total Paid on Credit Card” field will automatically calculate and the amount listed should match what appears on your credit card statement. Below is how the updated section appears.
Business Expense Training
If you are interested in having someone come to a department/staff meeting to discuss the Business Expense Policies, please contact Chris Zalud at 3525 to schedule a time.
Statistics for the September Statement Period (8/25/07-9/24/07)
Total Spend $729,015.68
Total Number of Transactions 4657
Average Charge $156.54
Open Credit Cards 744
Cards with Activity 543