Receipts, invoices, sales tax, additional forms, and prior approvals
PC 10.1 - Receipts or Invoices
All transactions must be supported by original, detailed receipts or invoices listing purchased items, unit costs, quantities, total cost, vendor name, and applicable backup documentation. If receipts or invoices do not list these items, request vendor to provide. If a SKU1 number is listed, cardholders can handwrite the description next to the SKU number. Vendor name on invoices and/or receipts must match the transaction in the Oracle Expenses App. For international transaction fees2 or disputed/fraudulent charges, a WORKS® summary screenshot is acceptable. RD must retain original documentation per State of Florida Records Retention requirements and for Clerk of the Circuit Court audits.
PC 10.2 - Sales Tax
Cardholders, delegates, and purchasers must circle sales tax on receipts or invoices. If Florida sales tax is included, vendor must be contacted immediately to issue a credit.
PC 10.3 - Receipts or Invoice Information to Redact
Card account numbers, expiration dates, Protected Health Information (PHI) under HIPAA, must be redacted or sufficiently crossed out to show only the last four digits of card account number.
PC 10.4 - Information to Document on Receipts or Invoices
The cardholder’s employee ID and full legal signature.
PC 10.5 - Receipt or Invoice not Available
The cardholder, monitor, or purchaser must submit a memorandum, approved by the RD Director, detailing the purchase (See PC 10.1 Receipts or Invoices) and explaining the absence of an invoice or receipt.
PC 10.6 - Additional Forms
Additional forms such as Payment of Membership Dues, Emergency Meal/Food Purchase, or Pre-Trip Authorization and Reimbursement Request are required for applicable backup documentation. All forms must be approved in advance of purchase with a dated signature.
PC 10.7 - Prior Approval
RD must ensure that prior approval is sought for applicable County Administrative Directives.
PC 10.8 - Single File Redacted
For each transaction, upload a single file that includes the receipts and/or invoices (PC 10.1), and all other supporting documentation (PC 10.6) to the Oracle Expenses App as a black-and-white PDF. Cardholders must redact symbols and barcodes and keep the file size under 27 MB.
PC Notes
- Stock Keeping Unit (SKU): A number used by vendors to identify a product.
- International Transaction Fee: Charged by BOA for any purchase outside the United States