Procurement Card (PCard)

Procurement Card is a Visa card for faculty and staff who have buying responsibilities. The card simplifies buying and paying for most routine, low-cost goods, and services under $4,999.

PCard Benefits & Special Features

• Accepted by all vendors that take Visa
• Ensures payment to vendors within 48 hours
• Eliminates purchase order and invoice processing
• Combines ordering and paying into a single process
• Includes payment information such as Transaction Date, Posting Date, and Vendor Name
• Transaction amounts limited to $4,999 (including tax, freight, and handling charges)
• Monthly cycle limited to $20,000
  • The monthly cycle is the 16th of the month through the 15th of the following month
• Includes built-in controls that prohibit restricted purchases

Common Purchases and Restricted Items

• Receipts, supporting documentation, and a detailed business purpose are required for each transaction and must be reconciled by the cardholder/delegate in a Concur expense report
• Restricted items may not be purchased with PCard (alcohol, food, gifts, etc.)
• Any service that requires a vendor or 3^rd party individual to come onto campus (or a campus affiliated location/event) to set up or perform a service is not allowed on the Procurement Card. 

PCard FAQ

• What to do if your PCard is lost or stolen
• What to do if your PCard incurs fraudulent charges
• What to do if you make an accidental personal purchase
  • How to Process Personal/Non-reimbursable PCard Charges
• What to do if the cardholder is transferring departments or leaving the University
  • The cardholder or cardholder's delegate should submit a card cancel request in Concur on or before the cardholder's last day
  • A cardholder should never return their card back to the department or any individual. The cardholder should shred their own card.

How to Become a PCard Cardholder

• Our department policy stipulates that PCards may only be issued to career staff and academic administrators; student and temporary employees are not eligible to have PCards
• Complete the required University Procurement Card Program training in UC Learning Center and save a PDF of your completion certificate
• Complete and sign the PCard Cardholder Agreement
  • The cardholder's supervisor should sign the form before it is routed to the AA Business Office
  • Other signatures: DA (Dept Administrator) = Chad Lowe; MS/DBO/PI = TBD (Business Officer)
• Follow the steps for requesting a new Procurement Card in Concur, attaching the two items above
• Once a request is approved, PCards typically arrive within 2 weeks and can be expedited with a valid reason

How to Create a PCard Action/Update Request

• The following actions are available in Concur:
  
  • Card Cancel
  • Permanent Limit Increase
  • Temporary Limit Increase
  • New Card Request
  • Delegation of Authority
  • P-Card Merchant Category Code (MCC) Request
  • Mail Code Change
  • Name Change
  • P-Card Ship Goods to Off-Campus Address

Reconcile PCard Transactions in a Timely Manner!

• Cardholders should create a monthly PCard expense report and aim to submit at the end of the month
• Each individual transaction does not require its own expense report; cardholders should combine multiple transactions onto a single monthly expense report
• Cardholders should reconcile transactions in the month the charge was made, when the transaction becomes an available expense in Concur
• As transactions become available in Concur, the cardholder should:
  
  • review transactions for accuracy
  • upload receipts
  • add those transactions onto the saved expense report