How long should cardholders retain transaction records?

Cardholders are required to retain transaction records for 3 years after the purchase to ensure compliance with federal regulations and audits. This retention period allows for sufficient time to review transactions for accuracy, confirm expenditures, and support any necessary inquiries or audits from regulatory agencies.

Maintaining records for 3 years enables organizations to adhere to proper documentation practices and promotes transparency in government spending. It is a safeguard against any discrepancies or challenges that may arise regarding the purchase card transactions, ensuring accountability throughout the procurement process. This requirement aligns with general federal guidelines and contributes to the effective management of government resources.

Other retention periods, whether shorter or longer, do not satisfy the regulatory obligations outlined in purchasing policies. Retaining records for only one year may not provide enough time for thorough audits or reviews, while retaining them indefinitely could lead to unnecessary complications and administrative burdens. Therefore, the specified 3-year period adequately balances the need for accountability with operational efficiency.