P-Card Documentation

Each transaction charged to the P-Card must be supported by an acceptable form of supporting documentation.

Supporting documentation includes any of the following:

• Original detailed receipt from the vendor
• Copies or facsimiles of the original receipt
• Itemized packing list
• Email order confirmation for online orders placed

They must include the following information:

• Vendor name and other relevant vendor information (address, phone, etc.)
• Transaction date
• Transaction total
• Itemized description of items purchased

Note: You no longer have to complete the P-Card Transaction Log!

Record Keeping

The retention policy on P-Card documentation is 5 years.

All P-Card documentation must be uploaded to the UMB Commercial Card system!

Record keeping is essential to ensure the success of the program. To facilitate the reconciliation and approval process, the department is responsible for keeping all P-Card documentation. Failure to obtain and retain the required documentation as specified above may result in termination of P-Card privileges.

Receipt email feature:

The UMB Bank Commercial Card system provides an email address for each cardholder that can be used to electronically send the backup documentation directly into the bank system that can be then viewed by their respective department coordinator to link to the cardholder's respective transactions. Cardholders do not need access to the UMB Bank Commercial Card system for this process to work. They will just need their receipt email address so they can send in their receipts. As an example, cardholders can take photos of the receipts or save email confirmations as pdf files and send them in to their receipt email address.

If you would like the receipt email address for cardholders within your department, kindly send a request to the Procurement Card Coordinator.