Small Purchase Credit Card and Works Reconciliation Checklist
Verify Works transactions are valid state expenses in accordance with internal and external procurement
rules. This would include verification of/that:
 Proper vendor selection. Proper selection requires vendor to be on contract, mandatory source, or
certified by DMBE as a Small vendor.
 Documentation of small vendor quote, Waivers, or Sole Source Justification for vendor exceptions.
 Prepay dates are entered in Works on applicable purchases. Prepay requirements are listed on the
Accounts Payable website.
 Transactions do not include sales tax. Seek reimbursement from vendor or reimburse UMW at the
Cashiers office in Lee Hall.
 Current billing cycle transactions are fully approved by both cardholder and cardholder manager.
Flagged transactions are corrected and flag removed.
 Fixed Asset description is included on the General Tab Comments section in Works. Description
includes PO number, Serial Number, Model Number, Assigned Owner, Location of Good, ETF number,
if applicable, and date received.
 Correct transaction postings on the UMW SPCC Cardholder Billing Statement. Verification would
include validation of expense, review of receipt to transaction, noted credits and receipts, and proper
FOAP allocation.
 The placement of multiple orders to the same vendor that can be interpreted as order splitting.
Contact purchasing for questionable purchases.
Procurement File Checklist
A Procurement folder holds all information related to the current month’s purchases and includes all SPCC
documentation. The file can be a manila folder per month, a notebook tabbed by month, or a hanging
folder. Regardless, the file must be shared with the cardholder manager, purchasing, or those in the audit
function upon request.
 Verify that the full SPCC card number is not written on any paperwork or receipt.
 SPCC Cardholder Billing Statement is in file and reconciled for the month. Reconciliation would include
Works review of postings, credits, sign off, and final verification non-taxed and valid state expenses.
 All waivers, forms and paperwork such as receipts, travel forms, credit slips, business meal form etc.,
are within the file. Review the AP website for full travel, meal and reimbursement information.
 Non contract, non mandatory, or non sole source procurements have appropriate small business
quote. Sole Source or Waivers are on file for services or items that met this requirement.
REMINDER:
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Small vendor quotes must include the name of the person or web site from which you received the
quote, the date, and the reason you did not purchase from the small vendor.
Three years of your most recent procurement file must be available for internal or external audit or
public review.
If issues are discovered during the file review, resolve as quickly as possible. Contact purchasing for
assistance.