Reconciliation must be sent to the District Office 3 days after the statement is available (you will receive an email around the 3rd of every month.

Reconcile in UMB, adding description and coding.  All receipts must match charge amount.

Missing Documents: Contact vendor for detailed receipt.  If unable to get receipt, fill out missing documentation form in its entirety.

Checking out the P-card:  The delegate must keep a sign out/in log for employees to check out the card. Card and receipts must be turned after use.   If an employee will be using the p-card for the first time, contact Geneva Bush prior to use, so the Vector/Safe pcard policy training can be assigned and reviewed.

Travel Documents: List training, first and last name of employee.  If multiple travelers charge on one receipt, split amount including tax and tip.  

• • Send original receipts to Geneva Bush, copies of all travel receipts to Emma Maldonado. Copies will be accepted.  Employees can take pictures of detailed receipts. 

All P-card purchases should have HelloSign/DropBox approval prior to making the purchase, if using a non-contracted vendor or federal programs funds.  

Please submit 1st page of Hello Sign approval with reconciliation paperwork. 

Check your budgets!! Ensure budget capacity for expenses and submit HelloSign/DropBox transfer if necessary.