Part IV: Start Building!
Keep Your Records
Keep all necessary information on each purchase charge card transaction. You must have the following information:
- The item purchased (including a description, unit number and quantity)
- The amount of the purchase
- The name of the merchant
- The date you received the item purchased
Just remember to keep your receipts!
Annotate any receipts that are too general in the product description area so that it is very clear what you purchased. Your agency procedures will tell you how long you must keep your documentation on your purchases. Failure to retain records can result in excess administrative burden when you attempt to reconcile your monthly invoice statement. In some agencies, you are responsible for keeping all documentation on your purchases. In other agencies, you must forward your records for retention to a central location. Check your agency procedures.
