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Purchasing Department
1600 Hampton Street
Columbia, SC 29208
Phone: (803)777-4115
Fax: (803)777-2032



 
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| ADMINISTRATION & FINANCE | BUSINESS AFFAIRS | PURCHASING | CONSOLIDATED SERVICES

SECTION:               PURCHASING CARD
SUBJECT:              AUDIT
PROCEDURE:      ALL CAMPUSES

AUDIT

The University of South Carolina's internal control policies and procedures are as follows:

Cardholder will:

  • Submit vendor receipt, invoice, packing slip and any other additional supporting documentation to Department Liaison. Cardholder should also supply copies of orders placed by telephone, fax or internet to Department Liaison.
  • Provide missing receipt affidavit to liaison for those receipts unable to obtain and or receive duplicate copies. Must also be signed by the immediate supervisor. Repeated use of this method will subject Cardholder to loss of privileges.
  • Indicate alternate cost center, object code, and/or cost share account code for purchases to be charged if different than the default assigned to the Purchasing Card.
  • If the Cardholder is also the liaison, it is a requirement that an approver must be designated to also approve the transactions of the liaison in the WORKS application. This is in addition to the supervisor and/or Department Head approving the paper electronic statement. The approver may be any employee. Not necessarily your immediate supervisor.
  • Sign the Purchasing Card statement.

Department Liaison will:

  • Match Cardholder receipts to electronic billing.
  • Enter alternate cost center, object code, and/or cost share account code when applicable.
  • Enter analytical for cost sharing to grants when applicable.
  • Identify transactions requiring the payment of use tax.
  • Retain all receipts and vouchers for audit by internal and external auditors. Receipts for purchases paid from Federal funds are to be maintained for 7 years. All other receipts to be maintained for three years.
  • Sign the Purchasing Card statement.

Purchasing Card Administrator will:

  • Process upload of department charges to accounting for charging individual departments. Upload to individual account codes is to be for the total amount of the electronic billing.
  • Reconcile USC monthly accounting statement for payments to Bank of America and charges to individual departments.
  • Make periodic audits of procurement card use and charges for appropriateness through the use of Bank of America’s WORKS on-line reporting system. Areas to be monitored include, but not limited to, compliance with SC Consolidated Procurement Code, compliance with Purchasing Card regulations, compliance with University of South Carolina regulations, and sales and use tax charges. Nonuse of card by Cardholders will also be monitored.
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