SPOTS Purchases
Item related to a purchase that Mary is always telling you to save and attach to your log.
What is a packing list?
As soon as you get back to the park.
What is the recommended time frame for coding your SPOTS purchase?
What is taping them to a 8 1/2" x 11" sheet of paper?
Dividing a purchase to circumvent single-purchase limits.
What is splitting transactions?
Personal purchases, jewelry, guns, and tattoos are examples of this.
What is an unauthorized purchase?
What are Agency Objects 4104 (Instate Travel Misc Expense) or 4410 (Prof Dev in State Travel Misc Exp)?
Preferred way to submit back up documentation with your log.
What is stapling all paperwork for a transaction together?
When an employee takes leave for more then one month they must do this.
What is temporary surrender of a SPOTS card?
4 items to attach to your SPOTS Log for a Meals & Refreshments purchase.
What are the Meals & Refreshments authorization form, meeting agenda, itemized receipts, and meeting attendance List?
The coding sheet you reference for purchases.
What is the Expenditure Agency Object Master Worksheet?
Correct procedure for receiving items in the mail.
What is checking off the items on the packing list, to show back orders or missing items then initialing and dating the packing list?
Date you should have your SPOTS log to Chris.
What is the 1st of the month? This gives you approx. 5 days from the date the statement is available to enter your purchases on the log.
Documentation necessary for phone, catalog or internet orders.
What is items purchased, date order was received (packing list), order form/catalog page, or invoice with the price listed?
The "How to Code" column.
What is the column on the coding sheet that tells you how to split your purchase?
Supporting documentation must display these items.
What are vendor name, item type and number of items purchased, total purchase amount, shipping and handling costs, and date of purchase?
Constitutes abuse and may be subject to additional training or disciplinary actions.
What is failure to document purchases accurately, untimely provision of logs and supporting documentation, and unauthorized use?
$10,000
What is the monthly SPOTS card purchase limit? Not to be confused with an employees single purchase limit (Managers = $10,000, Non-management cardholder = $5,000, and Seasonal employee cardholder = $1,000)
Process for coding project purchases.
What is checking FMS for the correct project coding (to include project/phase and possible grant/phase), and checking the spreadsheet in the "G" drive for amount left on the project.
If a cardholder cannot provide some of the required documentation, or the documentation does not list all the required information you must fill this out.
What is a Missing Receipt Form?
SPOTS documentation retention schedule.
What is 3yrs after card is cancelled, revoked, or denied, and 6yrs for all other credit card records.