[Jlab_cc] REMINDERS

[Barbara Rice]

Good morning all,

I am still seeing orders that have been taxed.  We have now passed the second year of being Tax Exempt so there should no orders being placed where tax is charged.  It is everyone's responsibility as a card holder to ensure that when an order is placed, we are not taxed.  Please don't submit your documents to me unless you have addressed any tax issues that will require a credit from the vendor, and note on your paperwork the action.

Next, please submit only receipts or invoices that show a breakdown of the total price.  I need to be able to ensure that tax isn't being charged and also review freight charges as well.  My audits of your records are then randomly audited by Accounting in order to meet our DOE requirements.

Last, please adhere to the deadlines for returning your documents per the emails from Renee and myself.  I have hard deadlines that have be met in order for Accounting to perform their audit and then pay to Citibank on time.

Thank you
Barbara Rice


From: Renee Carter <carter at jlab.org>
Sent: Monday, December 02, 2019 8:31 AM
To: Barbara Rice <brice at jlab.org>; JLab Credit card list <jlab_cc at jlab.org>
Subject: Re: [Jlab_cc] November 27, 2019 Credit Card Reconciliation Schedule

All Cardholders and Approving Officials:  The ****11/27/2019***  P-Card Bank statements are now posted on MIS. Go to: https://misportal.jlab.org/creditCard to update and reconcile your P-Card log with the transactions which appear on your Bank statement.  The timely reconciliation of your statement is a requirement of the P-Card Policy.

Please submit your hard copy packages containing your P-Card Log, supporting invoices, any dispute forms, and Bank statement  by close of business on ***Monday, December 9,  2019****.   Deliver hard copy packages to SSC, Room 33, or use interoffice mail MS28A.  If you mail the package, it must arrive by the due date, or it will be considered late.

REMINDER:  You can electronically attach your receipts to each  p-card log entry, for your own use and access, however a hard copy is required for reconciliation. If you have questions about how to do this, contact Barbara Rice, brice at jlab.org<mailto:brice at jlab.org> Ext 7238 or  Renee Carter carter at jlab.org<mailto:carter at jlab.org> Ext 7954,

Approving Officials:  Ensure that all purchases meet MINIMUM needs of the Lab. Before you approve the reconciled statement, it's your responsibility to question any purchase(s) that may seem unnecessary or excessive for the actual work requirements.

Thanks very much for your continued cooperation!!


Renee Carter
Procurement Administrator I
JSA Jefferson Lab
Procurement Department
628 Hofstadter Road, Suite 5
Newport News, VA 23606
Phone: 757-269-7954
Fax: 757-269-7057
E-Mail: carter at jlab.org<mailto:carter at jlab.org>
Website: www.jlab.org<http://www.jlab.org>



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