Business Procurement Card (BPC) Auditing

Accounts Payable is responsible for auditing Business Procurement Card transactions to ensure all expenditures adhere to WSU and the State of Kansas policies

Resources

The following resources have been assembled to assist end users with the BPC submission process.  Additional information can be viewed by clicking on the plus sign in each section.

BPC Statement Log

The following items must be completed for each transaction shown on the log:

  • Traveler - if this is related to travel list the travelers name.
  • TA/TR - list the associated travel document number.
  • Contract Number - list associated state contract number.
  • Detailed Description - add a detailed description of the item purchased.  The description should provide information such as who, what, where, when and why.
  • Fund/Orgn/Acct - verify or add the fund, organization and account code.

Signatures of the Cardholder, Account Coordinator and Budget Officer are required.

Once the log has been completed, you will need to submit the attachments and log via eForm.

eForm Link - The eForm link will allow you to select the correct statement cycle and submit the log and receipts electronically.

BPC Electronic Submission Process - This guide will help you submit the log and receipts electronically through the eForm process.

iTravel BPC is reconciled through Travel & Expense Management System (TEM).  Use this manual to complete the process in TEM.

Receipts

Original receipts must have the following information:

  • business name
  • date of purchase
  • itemization of items purchased and their associated amounts
  • total amount of purchase
  • payment method
  • shipping and handling (if applicable)
  • tip/gratuity (if applicable)
  • If any receipt cannot be read, it will potentially be deemed an unallowable expense and the cardholder will have to reimburse the university.

The Certified Statement for Receipts form is required when:

  • a receipt is lost and a duplicate from the vendor is not available
  • the receipt is illegible
  • an itemized original receipt is not available from the vendor

Preparing the receipts for submission:

  • Scan receipts in order as they are listed on the log.
  • Ensure log and receipts are facing the same direction when scanning.
  • Do not write on the front or back of the receipts.
  • If you highlight any of the information on the receipt it will be difficult to read.
Account Codes

Use the guide to locate the appropriate account code for the good or service purchased.  The guide is broken into three primary expenditure classifications: contractual services, commodities and capital outlay.  Within each classification is a detailed description used to code purchases accurately.

Purchasing Requirements

The Office of Purchasing is responsible for administering the Business Procurement Card program.