Purchasing Department
Purchasing Card (P-card) Expense-Travel Voucher Checklist
Federal IRS regulations require documentation for p-card expenses related to food, meals, lodging, gas, travel and transportation. Local expenses are not exempt from this process.
The following informational items must be provided for food purchases:
- Expenditure Purpose or Event
- Names of Individual Participants or Group
- Date of Event
The following informational items must be provided for any meals, lodging, gas, travel and transportation purchases:
- Names of Individuals (if not solely the card holder)
- Departure Date
- Return Date
- Purpose of Travel (Conference name/description)
- Destination
- Type of Expense (for meals indicate B-Breakfast, L-Lunch, or D-Dinner)
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