FSHN Office Procedures - P-Card Hospitality

1. Enter the purchasing card holder's name as the p-card user on the FSHN Hospitality P-Card Form.
2. Disclose the vendor's name and address where the purchase took place.
3. Total Invoice = Total amount purchased
4. Account Number: please document which fund account number you would like to use to pay for the purchase. The section and project number is required.
5. Business Purpose: A full description of what happened, such as lunch or dinner and who attended the event.
6. Begin Date: When the event took place
7. End Date: When the event ended
8. Location: Where the event was held
9. Event Type: Choose the type of event that took place by clicking on the drop down menu for a list of items.
10. Participant-Business Relationship: List all that attended the event, including ISU employee's and spouses. If more than 15 were in attendance, a separate list must be turned in with the payment form to disclose all who attended.
    

A copy of the itemized receipt and invoice are required to be attached to this form before the payment can be processed. If an item is missing the card holder will be notified and further documentation will be requested before the payment will be processed.

Payment form and receipts are due within 15 business days of the purchase. Failure to comply with purchasing procedures may result in termination of P-Card.

If you have any questions, please contact Erica Burkheimer at 294-4546 or ericab@iastate.edu.

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