MyLU Insider

Expense Policy Reminders

As we begin the fiscal year, we wish to remind campus purchasing cardholders and others who report reimbursable expenses of the policies and procedures in Lawrence’s purchasing card program.  A portion of each year’s external audit includes purchasing card activity, and the University is also required to comply with IRS guidelines for expense reporting. The full policy is located HERE.  Please note all deadlines for reporting, as delinquent reporting may result in deactivation of your purchasing card or a denial of expense reimbursement.

Reminders:

  • Cardholders are responsible for submitting a purchasing card report and all purchase card receipts twice per month, 1st-15th and 16th-end of month. 
  • When printing your purchasing card reports, please make sure you are selecting the Posted Date and entering the correct dates for the period required – always the 1st – 15th or 16th to the last day of the month.
  • Remember that you can update your GL codes on Comdata’s website at any time.  If you wait until after the period deadline, the transactions will not go to the account you entered online. Your department will then need to process a journal entry to move them.  This process is found on the Financial Services website.
  • If you are missing a receipt for a transaction over $25, complete the Missing Receipt Affidavit.  Please do not send packing slips without a dollar amount.
  • Include a brief description of the business purpose and what was purchased, especially for meals and capital items.
  • Sign your completed purchasing card report and have your Supervisor/Manager sign before sending to Financial Services.
  • Send your approved purchasing card transactions to Financial Services, Kay Guilette-Credit Card Reports-Brokaw Hall as soon as possible. 
    • Beginning in FY20, the business office will send a reminder email with a final due date will be sent when a report is 60 days past due.  If credit card documentation is not received by the revised due date the purchaser’s card will be deactivated until the documentation is received in Brokaw Hall. 

You are welcome to contact the business office for G/L codes to enter into ComData, for travel outside of the US, if you need your limit reset, or if you have any other questions.

Thank you.