In order to maintain proper separation of duties and controls, an employee other than the cardholder should be responsible for receiving the order whenever possible.

  1. Review the shipment for completeness: Verify if all items were shipped or if some are on backorder. Ensure the items received match the items originally ordered.
  2. Address discrepancies: If there are problems—such as the wrong item being shipped—contact the merchant and take the necessary steps (returning the incorrect item, processing a credit invoice, or requesting re-shipment) to remedy the situation. There is no need to file a dispute with U.S. Bank unless you cannot resolve the problem directly with the merchant.
  3. Verify the invoice: Check off each item on the packing slip or paid invoice enclosed with the order.
  4. Sign and date: Sign and date the packing slip or paid invoice and attach it to the order documentation package. Note: Not signing and dating the receipt document is the number one audit finding.
  5. Handle missing documentation: If no packing slip or paid invoice was enclosed with the order, note this fact clearly on the order document. This ensures that auditors know the receipt document was not lost or discarded.
  6. Finalize: Pass the completed documentation package to the appropriate Allocator or Reviewer.