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  4. 19-02-5

CAL-Card Statement Reconciliation and Documentation Requirements - 1902.5

General

For state agencies that participate in the CAL-Card Program, all CAL-Card transaction reconciliation and payment processing will occur within the FI$Cal system.

Documentation  Requirements

State agencies must provide required documentation within FI$Cal or Std. 65 for every CAL-Card transaction, regardless of dollar value.  At a minimum, reconcilers are required to enter transaction details within FI$Cal or STD. 65 as follows:

If transaction…

Then reconcilers must:

Required a Purchase Document
  • Identify the contract/purchase order number for the transaction in FI$Cal or STD. 65
  • Upload or attach an itemized detailed invoice/receipt
Did not require a Purchase Document
  • Enter supplier information (when merchants are registered suppliers within FI$Cal)
  • Upload or attach an itemized detailed invoice/receipt
  • Upload or attach additional documentation (as applicable) in support of the transaction, such as:
    • Documentation to support the acquisition method used (i.e. fair and reasonable pricing, competitive quotes, NCB Justification Form, etc.).
    • Pre-procurement requirements (i.e. CalPIA waiver, etc.)
    • Stock received information including the date received and by whom.

Revisions

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