Cardholder
Record Keeping
14.1 The Cardholder making the purchase
shall retain documentation of the purchases made with the Purchasing
Card. Purchases may be made over- the-counter, fax, telephone or via
the Internet. Such documentation will be used to verify the purchases
listed on the Cardholder's PaymentNetTM Electronic Statement of Account.
- Over-the-Counter Purchase - The Cardholder shall retain the
invoice and/or customer copy of the charge slip. The Cardholder
is responsible for checking that the supplier lists the quantity,
fully describes the item(s), and excludes sales tax before the
Cardholder signs the charge slip.
- Telephone Purchase - The Cardholder should obtain and document
the name of the person who took the order and list any confirmation
number that may have been assigned to the purchase by the vendor.
- Internet Purchase - The Cardholder should print a copy of the
order form or acknowledgement of the order after it is placed.
14.2 When the goods are received, the Cardholder shall retain all
shipping documentation.
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