Why attach receipts?
It adds a layer of transparency between p-card user and approver, as well p-card user and the Purchasing Department, to show your work completely.
Also, in the near future, all CC employees will be required to attach their receipts in IntelliLink. We haven’t been asked to do so yet, as not everyone had access to a scanner. Now that the Managed Print Initiative has almost been completed, everyone does have access to a scanner. It makes sense to get used to attaching receipts before it is absolutely required.
What should scanned receipts include?
- The invoice (best to have the invoice, not just a packing slip) or documentation showing the cost breakdown of the purchase.
- Documentation (emails, notes, etc.) that shows the request for the purchase, budget code information, etc. Please note that you may not always have this information (for example, you don’t need to include each email where colleagues have asked you to order a box of pens for them) and that is okay. If you do have it, include it.
While it is important to keep the packing lists from purchases with the hard copy invoices and documentation, you do not need to scan those as part of the receipts you attach in IntelliLink. As the file size is limited (5 MB), the packing lists only add bulk, not substance, to what you attach.
For examples of the scanned receipts, go to the I: drive and look for the folder titled “P-Card Receipt Examples” (\\fileserver1\is\p-card receipt examples). These will give you an idea of what is needed.
What if I don't have a receipt?
This should not be a common occurrence. As good stewards of the college’s resources and responsible employees, we all should be doing our due diligence to obtain receipts for all of our purchases. This may mean you need to call or email a vendor and ask for a receipt. If you have exhausted all avenues to obtain a receipt or there was no way to get one (for example, if you are traveling for business and use your p-card to park at a parking meter, you may not get a receipt for this transaction), you will need to fill in the Missing Receipt Affidavit and attach that in place of the receipt.
Each missing receipt requires a separate Missing Receipt Affidavit (for example, three missing receipts = three Missing Receipt Affidavits).
What if I have questions?
The Purchasing Department in the Finance and Administration Office (x6695) can answer any questions you may have about how to use IntelliLink and what your fiscal responsibilities are. Your department director or the ITS Business Coordinator can also help with regard to the specifics discussed in this document.