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RECONCILING THE VISA CARD STATEMENT
Each Cardholder is responsible for retaining documentation of purchases and
returns. With the aid of your VISA
Log Sheet, Cardholders compare charge
documentation to the month's VISA charge card statement.
The following guidelines are to be used for monthly reconciliations:
- Each Cardholder will receive a monthly charge card
statement, either by mail or by accessing it on the Works Application. Contact the Materiel Management Office if your statement is not
received by the16th of the month, if receiving it by U.S. Postal mail.
- All documentation pertaining to the purchases and
returns must be matched with the charge card statement.
- If a purchase does not appear on the VISA card statement, make a note on
the VISA Log Sheet, (i.e., NOS - Not On Statement).
- If an incorrect charge appears on the VISA card
statement, treat it like any other purchase for reconciliation purposes
since all charges appearing on the VISA card statement must be paid. See Returns, Credits, and
Disputed Items, for procedures on how to handle incorrect charges.
- TOTAL all charges on the bill by Index Code and Account
Code. Break
down all charges by Index Code and Account Code until the charge total of
the “Total Amount” column on the Statement Cover Sheet matches the “New
Charges” total on the VISA card statement.
Click
here to download an
Adobe Acrobat file containing
the VISA Purchasing Card Statement Cover Sheet.
At the bottom of the cover sheet be sure to figure the 2% charge on
purchases that are not covered under the eVA exclusion list.
- After the Statement Cover
Sheet has been completed by the Cardholder, the Cardholder signs the form
as the Cardholder and has the sheet approved by the Approving Supervisor or
Department head. The Cardholder cannot sign for approval.
-
Please complete the Cardholder Checklist and include it with your packet
that you send to Accounts Payable.
Click here to download an
Adobe Acrobat file containing the
Cardholder Checklist.
- Make copies of the completed VISA Card Payment records,
including your VISA Log Sheet and any packing slips, etc., for your file.
- Send the original VISA Card package to Accounts Payable by
the 7th of the month following the statement date via campus mail. Do
NOT send electronically via email or web as the forms may contain personal
information.
- File a copy of the package in your department file in
the event that an audit occurs.
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