It is the Cardholder’s responsibility to gather and retain supporting documentation for card purchases. This documentation will take the form of a supplier produced document that contains detailed information regarding the transaction. This includes cash register receipts, charge slips, invoices, and/or computer screen prints. The documentation should always contain the following information:

• merchant name and address
• unit prices
• transaction total amount
• transaction date
• transaction details: item description(s), quantities ordered and received

Transactions that relate to travel, food or entertainment must have supporting documentation that includes:

• The names of participants. For large groups, the name of the group is acceptable
• Date and location(likely already provided on the receipt)
• The business purpose for the expense
• Purchases for gasoline must indicate a rental or College vehicle