No Proof of CDEP American Express Card
To verify that the CDEP card was used and not a personal credit card, you must show a receipt showing the the CDEP was used.
You can get a copy of the receipt by:
- Log into your American Express CDEP card account
- Print a PDF or take a screenshot of the receipt for the transaction
- Attach it as an additional file to your request
No proof of P-Card or D-Card Visa
To confirm that the P/D card was used and not a personal credit card, you must show a receipt showing the the P/D card was used.
You can get a copy of the receipt by:
- Contact the P/D Card holder
- Request a PDF print or screenshot of the receipt for the transaction
- Attach it as an additional file to your request
Insufficient Receipt
Please provide an itemized receipt of the items purchased. Please attach it as an additional file to the form.
Itemized receipts show the following:
- Credit card used
- Date of transaction
- The name and price of each item purchased on the transaction
Multiple Transactions on One Receipt
To properly account for each transaction on the Ledger transaction report:
- You may combine payment requests that total one receipt amount, but do not combine separate receipts on one request.
- Enter transactions separately as they will appear as separate charges on your AGY
- Specify which receipt you want to keep for each payment request, then you must submit a payment request individually for the other receipt(s)
Split Receipts
Make sure the total amount of the transaction is covered and accounted for in the ledger.
- Ensure all parts of a split receipt are accounted for in payment requests
- Create additional payment requests if needed to cover the full amount
Incorrect type of Payment Request form Submitted
To ensure correct information and workflow, modify the form and select the most appropriate reason for the transaction
Gift Card Purchases
Gift cards can only be purchased via a Purchase Order
Gift cards cannot be reimbursed via T&E, or purchased via P-Card or CDEP card.
The purchase of gift cards is a violation of Case Western Reserve University’s Corporate Defined Expense Program (CDEP) credit card policy. Refer to the CDEP Cards policy
Purchasing gift cards with CDEP cards is a policy violation and may result in:
- Loss of card usage
- Loss of funding for your organization
- Potential judicial and/or criminal charges
Proof of Delivery for Items Purchased (T&E Only)
Please provide a receipt that show that the item has shipped and add it as a additional attachment on the Form.
Proof of Personal Credit Card Transaction for T&E
To verify personal card use for reimbursement:
- Provide a picture of the card confirming the last four digits, OR
- Provide a bank statement showing the transaction
- You may black out unrelated personal information
Vendor/Supplier Has No Supplier ID on File
To ensure compliance with the Office of Procurement:
- Send the Supplier Information Form to the vendor/supplier
- Request they fill it out completely
- Instruct them to upload the completed form to Supplier Information Form/W9 Submission
Receipt Does Not Match Requested Amount
Make sure the correct receipt is attached to the correct form and verify that the attached receipt matches the requested amount.