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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

CSULB Procurement Credit Card Guideline

Guideline Contents

  • Responsible University Officer:
    Director of Procurement and Contract Services
  • Guideline Contact:
    Director of Procurement and Contract Services

GUIDELINE STATEMENT

The purpose of this Policy is to ensure California State University, Long Beach (“University”) compliance with Procurement Credit Card program by providing guidelines for the appropriate use of the card and authority for various transactions and activities for authorized business purposes.

OVERVIEW OF THE PROCUREMENT CREDIT CARD PROGRAM

Participants in this program are issued a US Bank Visa Credit Card with the Business Units name and the employee name as the co-participants. Reconciliation of statements will occur in the CFS PeopleSoft Procurement Credit Card module. This system will allow the cardholder the flexibility to process their month end reconciliation Procurement Credit Card Statement online. Card holders will use this module to make adjustments to the transactions Chartfield string, record detail descriptions per transaction, and review historical transaction information. The US Bank system will not be used.

The participant will only be issued a single card either from the Campus or Research Foundation Business Unit accounts. This will be determined by where the majority of the purchases will be made from.

This card can be used for the following 3 Business Units:

  • LBCMP – California University Long Beach Campus 
  • LBFDN – CSULB Research Foundation
  • LB49R – CSULB 49R Foundation

The mechanism for authorization to purchase utilizing the Procurement Credit Card will be based on Campus Delegation of Authority. (Reference the Delegation of Purchasing Authority for details).

This program is offered to the campus as an alternative payment method for low dollar value transactions less than $10,000; departments may set lower single and monthly limits for each Cardholder

The sections below, review the Procurement Credit Card program and associated policies.

Program Administration

Contacts

Purchasing and Accounts Payable jointly administer the Procurement Credit Card program and are responsible for coordinating, auditing and evaluating all aspects of the program.

Procurement Department:

Procurement Credit Card Administrator (PCA) - University and Foundation
Marcella Alvear, Ext. 54663, marcella.alvear@csulb.edu

Procurement Credit Card Administrator (PCA) – Foundation
Kim Mowl, Ext. 57632, kimberly.mowl@csulb.edu

Accounts Payable Department – for any accounting/billing questions

Accounts Payable Tech Card Program Administrator
Orly Fuentes, Ext. 54054, orly.fuentes@csulb.edu

Requesting a Procurement Credit Card

Complete an application form or download it from the Purchasing web page at: http://daf.csulb.edu/forms/financial/purchasing/index.html.

Participants will only be issued a single card either from either the Campus or Research Foundation Business Unit accounts. This will be determined by where the majority of the purchases will be made from. This card can be used for the following 3 Business Units:

  • LBCMP – California University Long Beach Campus
  • LBFDN – CSULB Research Foundation
  • LB49R – CSULB 49R Foundation

Once the card application form has been received, the Procurement Credit Card Administrator will:

  • Verify the user does not already have a card.
  • Confirm which Business Unit account to set the card up under.
  • Set up the user and request the card.
  • Confirm user has submitted a Finance Authority Application (FAA) form.
  • Contact the user to schedule Procurement Credit Card training.
  • Provide written instructions for the user on the card activation process.
  • Verify approver is set up in Delegation of Authority.
  • Provide approver a Quick Reference Guide on approval processes.

PROCEDURES

Legal Reference & Authority

California State University Executive Order 760 establishes minimum standards for the use of Procurement Credit Cards. EO 760 delegates authority for Procurement Credit Cards to each campus President. For California State University Long Beach, delegation for the purchase of goods and services is delegated from the President to Procurement & Contractual Services. Procurement & Contractual Services delegates a limited authority for the purchase of goods and services via the Procurement Credit Card program to Cardholders as specified later in this document. The CSU System uses the US Bank visa card for the Procurement Credit Card program.

Procurement Credit Card use

The Procurement Credit Cards must be used in accordance with California State University Long Beach (CSULB) policies and procedures contained in this policy manual. The University uses a variety of methods to purchase goods and services, including petty cash, purchase orders, and direct expense. The Procurement Credit Card can be used as an option to existing methods to obtain supplies (goods). Use of the card does not replace existing policy and procedures. The Procurement Credit Card is for authorized University purchases only and is not for personal use. Per ICSUAM 5250.00, Procurement Credit Cards must follow all purchasing policies and guidelines. Procurement Credit Cards may only be used for approved CSU expenditures. The use of Procurement Credit Card for any form of personal purchases (regardless of any intent to repay the CSU for a purchase) is expressly forbidden.

The following 3 business units allow for the use of the Procurement Credit Card: LBCMP – Campus University, LBFDN – Research Foundation, and LB49R – CSULB 49R Foundation.

Card Programs

CSULB has two Procurement Credit Card programs that can be requested: Procurement Credit Card and the One Card. Depending on the participants needs, Purchasing will determine which program to be assigned. No matter which program you are enrolled in, participants will only have a single card, either from either the Campus or Research Foundation Business Unit accounts. This will be determined by where the majority of the purchases will be made from. This card can be used for the following 3 Business Units:

  • LBCMP – California University Long Beach Campus
  • LBFDN – CSULB Research Foundation
  • LB49R – CSULB 49R Foundation

Procurement Credit Card (“P Card”)

This program follows all policies and procedures contained in this policy manual.

All Cardholders are delegated a single purchase limit up to $10K maximum. The Monthly credit limit will be determined by the Cardholders Appropriate Approver when completing the Procurement Credit Card application form.

The Procurement Credit Card may not be used for travel including food, lodging and transportation expenses. Conference registration fees are permitted. Refer to the campus Travel Guidelines and Hospitality Policy for more details or contact Accounts Payable.

One Credit Card (“The One Card”)

This program follows all policies and procedures contained in this manual, with one exception. The One Card may be used for travel. The request for the One Card is only approved through the Director of Procurement. The use of the One Card does not replace the need to complete the required travel authorizations or timely travel claim forms.

  • Qualifications-In order to qualify for this Card, travel must be so frequent that trips are back to back, such that they do not allow enough time for the Campus department and Accounts Payable to process a previous travel claim before the next trip.
  • Approved Expenses-Approved University travel expenses include transportation, lodging and meals as described in the campus travel procedures.
    • The One Card may only be used for the Cardholders own expenses or for those expenses of the assigned student group who is authorized to travel.

The University will not reimburse for expenses paid on behalf of others, except in the case of a student travel group.

Conflict of Interest

To avoid conflicts of interest, purchases shall not be made from companies where the person purchasing the goods has a major economic interest. Such purchases may have at least the appearance of wrongdoing and should therefore be avoided. The Procurement and Accounts Payable staff may make random checks of company ownership to ensure that integrity is maintained in all purchasing practices.

Disputed Charges

Disputed charges are defined as a disagreement between the merchant and the Cardholder where the Cardholder is asking for the Issuer’s assistance. Some of the more common reasons are:

  • Merchandise or service not received: The card has been charged for a transaction(s) but the merchandise or service has not been received.
  • Merchandise returned: The card has been charged for a transaction(s) but the merchandise has been returned and there has been no credit given by the merchant.
  • Defective: It is your responsibility to return the defective item(s) to the merchant for replacement or to receive a credit on the purchase. If the merchant refuses to replace the defective item, then the purchase of this item will be considered DISPUTED and US Bank must be notified. You will be asked to complete the Dispute Form they will send to you and fax it to US Bank for resolution. Once the dispute has been resolved, you will be notified by US Bank.
  • Duplicate processing: The card has been charged for a transaction twice when only one charge was authorized.
  • Unrecognized: The card has been charged for a transaction that is not recognized. A copy of the documentation received from the merchant to certify the charge (sales draft) will be sent to the Cardholder for review. If not recognized see section on Fraudulent Charges.

Before disputing or questioning a charge on the Procurement Credit Card Statement, validate that you have noted/taken the following actions:

  • Attempt to contact the merchant to resolve the issue.
  • Document all interactions with the merchant (names, dates, responses).
  • Review receipts for the amount in question as it may have posted to the Procurement Credit Card Statement with a different merchant name or with a different amount.
  • Foreign travel transactions may post for more or less than your receipt due to currency conversion fees or service charges.

If a transaction is disputed, the Cardholder must perform the following tasks:

  • Contact US Bank customer service at (800) 344-5696 and let them know within 60 days after the date of the transaction date. Failure to do so will forfeit the disputed charge and the Cardholder will not be issued a credit.

Procurement Credit Card Statement Fraudulent Charges

If a transaction is believed to be fraudulent the Cardholder needs to do the following:

  • Immediately Contact the US Bank Fraud department at (800) 523-9078 and also notify the Campus Procurement Credit Card Administrator. They will assist in ensuring that the card is closed and help with issuing a replacement card.

The Procurement Credit Card Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Lost or Stolen Credit Cards

When your card is Procurement Credit Card Statement lost or stolen:

  • Contact US Bank Customer Service at (800) 344-5696 to initiate a new replacement card.
  • Email the Procurement Credit Card Administrator so that they are aware a new card will be coming. Once the card has arrived to Purchasing you will be contacted.

A new card will be issued. Replacement cards will be mailed to the Procurement Credit Card Administrator. The Procurement Credit Card Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Replacing Procurement Credit Cards

There may be instances where it becomes necessary to replace your credit card because it is either worn out or defective. It will be the Cardholder’s responsibility to initiate the following process:

  • Notify the Procurement Credit Card Administrator by email.

A new card will be issued. Replacement cards will be mailed to the Procurement Credit Card Administrator. The Procurement Credit Card Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Separation from the University or Changing Positions

When a Cardholder leaves the University, his/her credit card must be returned to the Procurement Credit Card Administrator. If a Cardholder transfers to another department, the Procurement Credit Card Administrator must be notified in writing in order to make the updates to the Procurement Credit Card Account.

Lost or Missing Receipt

For lost or missing receipts, the Cardholder should request a new receipt/invoice from the merchant. If unable to obtain a receipt, the Cardholder must submit a completed Lost/Itemized Receipt Form with the Monthly Cardholder Procurement Credit Card Statement. This should be a rare occurrence.

Late Monthly Cardholder Procurement Credit Card Statement

Any Monthly Cardholder Procurement Credit Card Statement and supporting documentation not submitted as per the guidelines on the Procurement Credit Card Calendar will be considered late. These dates must be adhered to or the Cardholder will be in violation of a late Procurement Credit Card Statement. While emails are sent to Cardholders as a courtesy, it is the responsibility of the Cardholder and their approver to ensure they perform their monthly reconciliations in the specified timeframe. These guidelines apply as well to Year End Accounting procedures.

Purchase Types

The sections below identify permissible and prohibited purchases. While a requisition is required to begin the process for certain categories, the Procurement department may opt to use a centralized Procurement Credit Card to process any order.

Permissible Purchases

Contact the Purchasing Department at (562) 985-4296 with any questions on permitted purchases before purchasing the item(s) if you do not see something specifically outlined on this document.

Transaction Type Restrictions Description/Notes Additional Review or Documentation Required Failure to provide required documentation may result in a violation
Computers, Software and Technology Products PO Required > $10,000

ATI -- Due to specific ADA compliant requirements, there are restrictive elements associated with using your Procurement Credit Card when purchasing software. Cardholders must submit a completed and approved E&IT Checklist prior to purchase in accordance with accessible technology initiative (ATI) guidelines. Contact the Purchasing Department at 562-985-4296 with any questions.

Webinar registration also fall under ATI approval and would require an E&IT checklist approval to be attached to the P Card statement. Webinars fall under ATI Standard Web-based internet information and applications standard 11194.22. The site/webinar would need to be assessed for low or high impact depending on the number of users.

Electronic software that requires a “click through” agreement or has attached terms and conditions are prohibited unless pre-approved in advance by Purchasing.

The requestor should send an email to Purchasing@csulb.edu with the following attachments:

  1. A completed E&IT Checklist with all sections completed.
  2. Copy of the Terms and Conditions and/or Copy of the Licensing Agreement
  3. How much will the product cost?
  4. Will the product be loaded on to a University Computer versus an on-line Cloud based solution?
  5. Will anyone on campus, including faculty, staff and students be required to upload level 1 or level 2 data to an online or hosted software, or will the data be backed-up or transferred to an off-site location or server? (If yes, a requisition must be submitted) (Definition Link Information Security - Information Classification Standard)

Property & Sensitive Items -- All Property & Sensitive Item purchases that meet criteria are subject to property processing (tagging) and level 1 data protection per the Property Management guideline.

ATI Property Sensitive Items
Attach completed/approved CSULB ATI Section 508 Electronic & Information Technology Product Checklist.

Please attach:

  1. the email authorization sent to you from Purchasing along with
  2. A copy of the approved E&IT Checklist.

If a warranty is purchased in conjunction with the product and if service is required to come on campus, please verify insurance requirements with Risk.

Equipment & Hazardous Materials PO Required > $10,000

Must comply with the Property Management guideline.

For copier equipment, reference the Departmental Copier Program.

Equipment requiring Environmental Health & Safety Approval Injury & Illness Prevention Program (IIPP) - CSULB Safety & Risk Management (Examples include, but are not limited to, saws, drill presses, grinders, lathes, fume hoods, lasers, welders, ovens, paint, chemicals, etc.

Any other equipment requiring installation work, such as electrical or plumbing connections, from Facilities Management personnel or weighing over 50 pounds and not being delivered to receiving will need to go through a requisition and not permitted on the P Card.

Property Management Guideline

Departmental Copier Guideline

If the equipment is approved, an email from EH&S must be attached to the monthly P Card Statement in order to satisfy the requirement for EH&S approval.

Registration Fee for Conferences, Classes and Workshops PO Required >$10,000

Does not include travel, hotel, or food associated with the conference, class or workshop. Approval to travel should be obtained prior to purchase.

 
Office Supplies See description Cardholders are encouraged to use the campus office supply program (Staples Business Advantage) to purchase office supplies under the system wide pricing contract. Use of any Procurement Credit Card is not permitted for Staples Business Advantage purchases.  
Gifts and Hospitality (Food) Restrictions – see policy and description

Gift Cards may only be purchased and paid for by the University if they are being used as non-employee participant incentives for such activities as completing an information survey or research questionnaire. The face value to the recipient may not exceed $25.00. Disallowed expenses are considered as personal and the University must be reimbursed.

Entertainment expenses such as tickets for entry are only allowed for non-employees. These expenses must be related to and facilitating approved student activities.

Signing of contracts is not authorized. If a contract is required, submit an online requisition. On-campus caterers must be approved by 49er Shops. The Gift Card policy applies to the 49er Shops “Beach Card” as well.

AP Purchasing Related business purpose must be specified in item description within Procurement Credit Card reconciliation.

Refer to Administrative Guidelines – Hospitality Expenses, Gifts to Non-Employees and Gifts to Employees and, if qualified for purchase, complete applicable forms.

Entertainment expenses will need a justification letter as well as a receipt attached to the month end Procurement Credit Card Statement.

Gifts-FAQ
Hospitality-FAQ

Memberships, Subscriptions and Dues Restricted – see description

Must be in the name of the University, using a University mailing address with individual as designee and not a component of another fee. No personal memberships permitted. This includes Amazon Prime and Costco. Documentation must be provided where membership is a job requirement.

Proof of membership being a job requirement.
Furniture Restricted – see description Due to the competitive nature of this commodity, specific ADA compliant requirements and installation activities, some furniture purchases are not permissible without a written pre-authorization from Purchasing. Attach written pre-authorization from Purchasing is required for furniture purchases.
Approved with EH&S email attached approval.

Office Chairs
In accordance with the CSULB Ergonomics Program, an ergonomics assessment is to be performed for new office chairs in which a person is sitting for more than 2 hours in a work day. For this type of purchase, EH&S must be contacted prior to any purchase being made. Once the EH&S Office has approved the purchase, the request will be forwarded to purchasing for final approval.

Fully Assembled Chairs
The purchasing office recommends only purchasing chairs that are fully assembled and delivered directly to the department. Otherwise, you will require additional approval from EH&S, see below.

If you are purchasing chairs from either Staples or your Procurement Credit Card, a pre-approved authorization email from the EH&S Director (Peer Gerber) is required. You will need to attach his approval to your purchase submission.

If your chair purchase is not in accordance with these guidelines, you must submit a requisition to Purchasing.
Must be submitted via Requisition: Unassembled Chairs
The campus policy regarding unassembled chairs is that a work order must be submitted in order for a trained shop technician to assemble and deliver the chair(s).
Furniture/Chairs that require assembly or installation must go through Purchasing on a requisition to fulfill ADA and/or Prevailing wage requirements.

Additional Delivery information on Chairs:

Side Chair/Non-Task-Chair, including Stools
The receiving department will only deliver a maximum of two (2) chairs each one weighing a maximum of 50lbs at no delivery charge.

If your purchase exceeds (2) chairs and/or a weight max of 50lbs each, you will be required to submit a work order for delivery, no assembly required.

**Should you need a demo chair, Purchasing can reach out to the supplier and request a demo chair for your department.

 

Emergency Purchases Restricted – see description

The Procurement Credit Card may be used for emergency purchases where the need for the quantity of items or the timeliness of services cannot be met by University resources. An emergency is defined as the need for goods or services necessary for the continuance of critical daily operating functions or when an emergency condition exist involving public health, welfare, or safety. Failure to allow adequate lead-time does not constitute an emergency.

Note: The quantity of items purchased with the Procurement Credit Card must only be enough to cover the immediate emergency.

Emergency purchases must be supported by an approved written statement included in this form:
Emergency Purchase Form
Services Restricted – see description

The only service allowed on P Card is by the contracted supplier (Shred-It paper shredding) is permitted. Any other pre-approved service will only be permitted with a pre-approved email from Purchasing which provides a specific written exception.

Printing is only authorized off campus if the department has received an email notification from the Print Shop “No Bid” or a lower bid is received.

All other services (including any purchase which requires installation) must be requested via online requisition.

Unless pre-approved supplier is specified in the description, attach written pre-authorization by Purchasing.

This documentation from the print shop and outside quote is required to be attached to the reconciliation statement.

Off-campus equipment maintenance and repair (such as golf club repair, lawnmower maintenance and similar repair services) under $500 per transaction is allowed.

Travel Restricted to ONE CARD Cardholders ONLY (see description)

Travel may ONLY be purchased using the ONE CARD and complying with the CSULB Accounts Payable Travel Policy and Procedures. All PROCUREMENT Credit Cardholders are not permitted to use their card for travel.

Travel expenses that are a required expense for a bilaterally signed agreement are acceptable on the P Card if an authorized signed copy of this contract is attached to the monthly reconciliation statement.

International Conferences are not allowed to be paid via P Card or One card- See Prohibited section below.

Travel Claim form

Attach a signed copy of the Contract/Agreement signed by Purchasing.

Postage and Shipping See description

Cardholders are encouraged to register for a UPS account through Mail Services for additional shipping service options at contract pricing.

 
Goods (general) Restricted – see description

Goods not requiring signature, contracts, competitive bids, insurance, or risk assessment. The goods/items being purchased must not be included in the prohibited section below or in any other restricted category within this section.

Electronic Goods that require click through terms and conditions are prohibited unless pre-approved in advance by Purchasing. The requestor should send an email to Purchasing@csulb.edu with an explanation of the purpose for the purchase along with copies of:
1) Screen shot of the item being purchased 2) Copy of the Terms and Conditions 3) Copy of the Licensing Agreement this is to verify the click through terms and conditions are agreeable to the University before the requestor may click the agreement.

No additional documentation will be required. Please only attach the email authorization sent to you from Purchasing

Prohibited Purchases

The use of the Procurement Credit Card is strictly prohibited for the following items. Some items may be submitted only on a requisition while others are requested through other departments on campus:

  • Any contract or agreement from a supplier requiring a signature (electronic or manual) must be submitted via an online requisition
  • Equipment requiring Environmental Health & Safety Approval Injury & Illness Prevention Program (IIPP) - CSULB Safety & Risk Management (Examples include, but are not limited to, saws, drill presses, grinders, lathes, fume hoods, lasers, welders, ovens, etc., any A/C or central/fixed shop vacuum system, and any other equipment requiring any installation work, such as electrical or plumbing connections, from Facilities Management personnel.
  • All other services not otherwise approved as “permissible on the previous matrix”
  • All other services not otherwise approved as “permissible on the previous matrix”
  • Telecommunications, Wireless Cellular Devices and Service. These Purchases must be processed through the following purchasing methods:
    • Requisition submitted to Purchasing for a purchase of a new Cellular Device; include the ATI E&IT Checklist.
    • In accordance with the university's Mobile Device Policy on an approved Stipend using your own personal device.
    • Submit a Telecom Request Work Order through the ITS Website
  • All purchases of foreign goods and/or services other than One Card travel expenses. International purchases must be submitted via an online requisition.
  • Drones are strictly prohibited on the P card and must go through a requisition for insurance and pilot license review.
  • Payment for International Conferences must be done through the Purchasing office only. Foreign Travel Insurance is required to attend these conferences; therefore, a PO must be submitted. Deposits for these conferences may be done only by the Purchasing Office with the Purchasing P Card.
  • Ammunition, fire arms and explosives includes single bullets, buck shot, shrapnel, explosive shells, any kind of explosive or weapon must be approved for use by The University Police Department.
  • Fire extinguishers should be requested through Facilities Management.
  • Gift Cards over $25. Gift Cards may only be purchased and paid for by the University if they are being used as non-employee participant incentives for such activities as completing an information survey or research questionnaire. The face value to the recipient may not exceed $25.00. Situations and amounts that do not conform to the campus guideline will be disallowed. Disallowed expenses are considered as personal and the University must be reimbursed.
  • Hazardous materials: laboratory chemicals, photographic chemicals, paint & solvents. Since these products need special approvals they must be submitted via an online requisition.
  • Heating, ventilation and refrigeration equipment: heaters, air conditioning equipment, fans, etc. Instead, submit a request through Facilities Management.
  • Vertebrate animals must be submitted via an online requisition subject to approval by Office of Research and Sponsored Programs.
  • Pharmaceuticals or any controlled substances must be submitted via online requisition and are subject to approval by Student Health Services.
  • Outside storage containers/sheds should be requested through Facilities Management.
  • Radioactive materials, X-ray machines, electron microscopes should be requested through the Radiation Safety Office.
  • Respiratory and hearing protection is requested through Environmental Health and Safety.
  • Security systems require processing through a Facilities Management work order.
  • Vehicles – all types are purchased through the Facilities Management auto shop.
  • All other transaction types not addressed above must be submitted using an online requisition.

NOTE: ANY PURCHASES MADE OUTSIDE OF THE PROCUREMENT CREDIT CARD POLICY MUST BE PREAPPROVED IN WRITING BY THE PROCUREMENT CREDIT CARD ADMINISTRATOR. (Reference the Program Administration section of this policy).


Cardholder Responsibilities

The Cardholder is defined as the person who is issued the Procurement Credit Card and is expected to fulfill the following:

  1. Security of the Procurement Credit Card: Cardholder is responsible for ensuring the card is kept in a secure location. If kept in your office, it should be kept out of sight, and preferably some place that can be locked when not in use.
  2. Authorized Signature: Only the Cardholder is authorized to use the card. Do not loan the card or card number to another individual.
  3. Appropriate use of the Procurement Credit Card: All purchases must be for University use in support of our educational mission. All purchasing policies and guidelines must be followed. Procurement Credit Cards may only be used for approved CSU expenditures. The use of cards for any form of personal purchases (regardless of any intent to repay the CSU for a purchase) is expressly forbidden.
  4. Delivery: Goods are to be delivered to a university address. Goods should not be shipped directly to the department but rather to the Receiving department. If goods are delivered directly campus department, University Insurance requirements shall apply.
  5. Compliance with the Procurement Credit Card policies: All Cardholders are required to sign an agreement form acknowledging the Cardholder has received training and agrees to abide by the guidelines of the program. The Procurement Credit Card Administrator will verify that each new cardholder falls correctly in DOSA with the correct authorized approving official.
  6. Original, Itemized Receipts/Invoices: All charges/credits on the Cardholder’s Monthly Procurement Credit Card Statement require an itemized invoice/receipt with totals. Cardholders must have the original itemized invoices/receipts with totals for each transaction, organized in order listed and stapled to the Monthly Cardholder Procurement Credit Card Statement. Invoices/receipts smaller than 8-1/2” x 11” must be taped to an 8-1/2” x 11” sheet of paper.
  7. Lost/Missing Receipt: If the original receipt is lost, Cardholders should request a new receipt/invoice from the merchant. If unable to obtain the receipt, Cardholders must complete a Lost/Itemized Receipt Form that is signed and approved by the Final Approver and then submit the form with the Monthly Cardholder Procurement Credit Card Statement.
  8. Disputed Transaction: Cardholders must monitor transactions for discrepancies. If any discrepancies are found, the Cardholder must contact the supplier and attempt to resolve directly. If the Cardholder is unable to resolve the dispute with the vendor/supplier, the Cardholder must dispute the transaction with US Bank. Follow-up and resolution of all disputed items must be completed within 60 days from purchase date.
  9. Fraudulent Charges: Procurement Credit Card Statement all suspicious activity to US Bank immediately at 800-344-9078. If claims are not filed within 60 days, the University will be unable to recover the funds.
  10. Lost or Stolen Procurement Credit Card:The Cardholder must immediately notify US Bank Customer Service at 800-344-5696 to initiate a new replacement card. In addition, the Cardholder must email the Procurement Credit Card Administrator so that they are aware a new card will be coming. Once the card has arrived in Purchasing, you will be contacted for pickup.
  11. Replacement of Worn Out/Defective Cards: If a Procurement Credit Card needs to be replaced because it is worn out or defective, an email from the Appropriate Administrator/Approver requesting a replacement card should be sent to the PCA. US Bank will issue a replacement card within two 7-10 business days after the email is received in to US Bank.
  12. Employee Separation/Card Cancellation: Notify the Procurement Credit Card Administrator immediately of any separation date or transfer to another department. Cardholder must submit all receipts/invoices to the Appropriate Administrator and return the credit card in person to the Procurement Office when obtaining the signature on their clearance form.
  13. Buy Recycled Products: The Campus is required by State Law to assure, to the maximum extent economically feasible, the purchase of materials, goods and supplies that are recycled or have recycled material within their content. Fitness and quality being equal, purchase preference shall be given to recycled products whenever such products are available and the cost of such products is no greater than that of their non-recycled counterparts. Contractors shall certify the recycled content of all RCP purchased in writing the minimum percentage.
  14. Disabled Veteran Business Enterprise/Small BusinessDVBE/SB: Make effort to support Disabled Veteran Business Enterprises and Small Business Enterprises Products when possible.
  15. Reconciliation, Approval and Submission of Monthly Cardholder Procurement Credit Card Statement:Cardholder must reconcile and validate all transactions each month and obtain approval within specified timeframes referenced in the Procurement Credit Card Calendar. Upon completion, forward the Procurement Credit Card Statement with original itemized invoices/receipts to their Appropriate Approver within the timeframe provided (as specified on the calendar).
  16. Off Campus during reconciliation period:
    1. If you will be off campus due to vacation, attendance at a conference or other event, your responsibility to meet all submission deadlines remains in effect. Prepare for this occurrence in advance with your approving authority. If you still need additional assistance, you may contact the P Card Administrator.
    2. If your regular approver will be off campus and unable to physically sign your report for submission the during the 5-day reallocation period, and there is no other approved DOA level 4 signer in your department, please contact AP for instruction. They will review the DOA module and guide you to the next approval level.

      Cardholders are accountable for failure to allow adequate lead-time for approvals on monthly statements and any required supporting documents or forms.

  17. The Cardholder must perform the following detailed reconciliation items and processes each month.  If there are no monthly charges, this does not apply.
    1. Reconcile and approve all transactions: Cardholders must reconcile and approve all transactions in the CFS PeopleSoft System. The following fields of information need to be complete:
      • Verify the charge is correct.
      • Description – The information the bank provides is not detailed enough. At a minimum, enter details of what was purchased and the related business purpose for the purchase.
      • Reference # - You can choose to enter a department reference number or another note for your department.
      • Distribution – Verify the ChartField string the charge will go to. Update if applicable.
      • Purchase Category – Select accordingly. See training guide for additional details and account numbers that fit with each category.

      Note: California sales tax will be added once the transaction is posted to Accounts Payable for purchases from out-of-state vendors when the purchase transaction category “Tax” checkbox is NOT selected (i.e. merchandise was NOT taxed).

    2. Print and Sign Monthly Cardholder Procurement Credit Card Statement: Cardholders must print the Monthly Cardholder Procurement Credit Card Statement, sign and forward it, along with the receipts/invoices and required forms to the Appropriate Approver for final review.

      In the event a Cardholder will be out of the office during the close of the billing cycle, the Cardholder is responsible for coordinating with his/her Appropriate Approver to ensure timely submittal of the Monthly Cardholder Procurement Credit Card Statement and invoices/receipts. Appropriate Approvers have access to approve transactions and print Procurement Credit Card Statement on behalf of the Cardholder.

  18. Timely Submission: Submit Monthly Cardholder Procurement Credit Card Statement and supporting documentation (including GCA review, if applicable) to Accounts Payable by the date requested by the Procurement Credit Card Administrator. (see Procurement Credit Card Cycle calendar.

    All Procurement Credit Card Statements must be reconciled, approved, and received in Accounts Payable each month by the Due Date specified on the Procurement Credit Card Cycle Calendar. Statements not received or approved by the ‘Due Date’ are considered missing and will progress through the following steps.

    1. Step 1 – The Procurement Card Technician will email the cardholder on the card by the third business day and copy the Level 4 Approving Authority. The email will require the report to be submitted within 2 business days. Once received the cardholder will receive a late submission violation
    2. Step 2 – If after two business days since the 1st email is sent, no action is taken in Step 1, the Accounts Payable Manager will email the Level 3 Approving Authority and copy Level 4 Approving Authority and the cardholder. The email will contain the first email sent requesting action and reiterate required report submission within 2 business days. After the 3rd business day, if no action is received back to AP, Step 3 will occur. Once received, the cardholder will receive a late submission violation.
    3. Step 3 – If after two business days since the 2nd email is sent, no action is taken in Step 2, and the issue will be escalated to the Associate Vice President for Financial Management for action, which may include card suspension or cancellation.

Approving Official Responsibilities

As an approving official of the Procurement Credit Card Monthly Statement, you are granted the fiscal responsibility of ensuring that all guideline will be followed in accordance with the Delegation of Purchasing Authority (DOPA) Authority Guidelines as well as the Delegation of Signature (DOSA).

All approving officials agree to abide by the guidelines of the Procurement Credit Card Program and ensure that Steps 3-8 below are performed monthly.

  1. Setting Dollar Limits: The Approver is responsible for setting dollar limits for each card issued as follows:
    1. Dollar amount allowed per transaction not to exceed $5K.
    2. Monthly dollar limit per Procurement Credit Card.
  2. Employee Separation: Notify the Procurement Credit Card Administrator immediately of any employee separation date, including retirement or transfer to another department to ensure timely cancellation of their Procurement Credit Card. The approving official is responsible for completing the reconciliation report if the employee separates from the department prior to month end closing of the statement.
  3. Appropriate Administrator Signature: A signature by an Appropriate Administrator on the Monthly Cardholder Procurement Credit Card Statement confirms the Authorized Approver has reviewed the monthly Procurement Credit Card Statement and validated the Cardholder responsibilities have been followed, including, but not limited to ensuring that:
    1. All purchases are in compliance with Procurement Credit Card Policy.
    2. All purchases are within single/monthly spending limits.
    3. No prohibited items have been purchased.
    4. Detailed descriptions & business purpose have been provided.
    5. Purchasing categories and associated accounts are accurate.
    6. Appropriate documentation has been attached.
    7. Accurate ChartField strings are used for those funds and/or departments by which you have delegation of authority over.
    Note: If you do not have DOA for a fund and/or department specified on the reconciliation, approver ensures the appropriate approval signature for the use of the Chartfields is included with the documentation.
  4. Certification: Certifying that all purchases are listed on the Monthly Cardholder Procurement Credit Card Statement and are to be used exclusively for official University business (no personal transactions) and are in compliance with the Procurement Credit Card Policy. This is done by signing and dating the Monthly Cardholder Procurement Credit Card Statement.
  5. Documentation: Ensuring proper documentation is attached to the Monthly Cardholder Procurement Credit Card Statement. This includes invoices, receipts, forms, and other restricted purchase documentation.
  6. Timely and accurate review and approval of transactions and preparation of the Monthly Cardholder Procurement Credit Card Statement: Approver submits approved monthly Procurement Credit Card Statement to Accounts Payable within the timeframe provided (as specified on the calendar).
  7. Submit Monthly Procurement Credit Card Statement: Submit original Monthly Cardholder Procurement Credit Card Statement, consisting of the Monthly Cardholder Procurement Credit Card Statement and the original itemized receipts/invoices and supporting documentation in a confidential envelope to:
    Accounts Payable
    Foundation Building Suite 280 – Mail Stop 9901
    Attn: Procurement Credit Card Technician
  8. Maintain history: One copy of the Monthly Cardholder Procurement Credit Card Statement is to be kept by the Approving Official for one fiscal year (longer if an item is disputed).

Cardholder Infractions

Infractions occur when a Cardholder does not fulfill their responsibilities as defined above. Infractions may result in a written notice to the Cardholder, Authorized Appropriate Administrator and the department head.  It will specify mandated training sessions, card suspension, or revocation of Cardholder privileges..

All Procurement Credit Cardholders will be tracked monthly for infractions of Procurement Credit Card policy including but not limited to Late Statement Submission, Unreconciled Statements, Personal Purchases, Prohibited Transactions or Missing Documentation. Additionally, for One Card holders, Travel expenses that are charged on the One Card are considered as an advance to the traveler. A travel claim must be completed timely per the campus travel procedures to clear the advance. Travel claims that are not filed timely will be considered as a card infraction and subject to the same actions as noted below.

  • 1st Offense - An email will be sent by the Procurement Credit Card Administrator of Procurement & Contractual Services to the cardholder and approving official notifying them of the specific infraction and what should have occurred.
  • 2nd Offense - An email will be sent by the Supervisor of Procurement & Contractual Services to the cardholder and approving official notifying them of the specific infraction and what should have occurred.
  • 3rd Offense - An email will be sent by the Director of Procurement & Contractual Services for action including possible card cancellation.

Final discretionary authority rests with the Purchasing Director regarding any exceptions to this policy.

Procurement Card Statements not received by Accounts Payable:

Procurement Card statements and accompanying documentation must be received into Accounts Payable by the specified date in the Procurement Card Cycle Dates calendar.

  • 1st Offense - An email will be sent by the Procurement Credit Card Administrator of Procurement & Contractual Services to the cardholder and approving official notifying them of the specific infraction and what should have occurred.
  • 2nd Offense - An email will be sent by the Director of Procurement & Contractual Services to the cardholder and approving official notifying them of the specific infraction and what should have occurred.
  • 3rd Offense - An email will be sent by the Associate Vice-President of Financial Management for action including possible card cancellation.

FORMS AND INSTRUCTIONS

ADDITIONAL CONTACTS

Subject Contact Phone Email
Primary Guideline Contact Malia Kinimaka (562) 985-4296 malia.kinimaka@csulb.edu
Subject Matter Expert Marcella Alvear (562) 985-4663 marcella.alvear@csulb.edu

FAQ

  • N/A

HISTORY

Issue Date: May 17, 2016

Last Review Date: N/A

Amended Date: August 3, 2017
Amended Description: Update to question around software Level 1 and 2 data. Both Campus and Foundation are under one P Card Administrator.

Amended Date: July 31, 2017
Amended Description: Update to Policy on Furniture/chair purchases.

Amended Date: July 11, 2017
Amended Description: Update to Policy on Furniture/chair purchase from Staples or P Card.

Amended Date: June 13, 2017
Amended Description: Update to Policy on Equipment and Hazardous Material.

Amended Date: April 18, 2017
Amended Description: Drone purchases strictly prohibited on the P Card.

Software purchases that included level 1 or 2 data not allowed on the P Card.

Information added under Cardholder and Approver responsibilities for reconciliation and timeliness when off campus for cardholders and approvers.

Approver responsibilities when an employee separates from their department.

Final discretionary authority rests with the Purchasing Director regarding any exceptions to this policy.

Amended Date: February 24, 2017
Amended Description: Update to Permissible Purchases for Electronic Software, Equipment approvals from EH&S and Furniture.

Amended Date: February 14, 2017
Amended Description: Update to Permissible Purchases Equipment approvals from EH&S and the only allowable services without pre-approval from Purchasing is now Shred-It. Water services will now be billed via speed charts, no P Card allowed.

Amended Date: January 20, 2017
Amended Description: Update to International Conference Registration, DS Water Service, E&IT Checklist required for Webinars.

Amended Date: December 5, 2016
Amended Description: Update to Permissible Purchases ATI requirements.

Amended Date: November 8, 2016
Amended Description: Update to Prohibited items-Ammunition and weapons.

Amended Date: November 4, 2016
Amended Description: Timely Submission and Cardholder Violations.

Amended Date: October 28, 2016
Amended Description: Remove Recruitments from Prohibited Purchase.

Amended Date: September 19, 2016
Amended Description: Updated Prohibited to purchase E H&S Equipment on P Card.

Amended Date: August 25, 2016
Amended Description:Updated Permissible Purchases, Lost or Stolen, and Tax information

Amended Date: July 22, 2016
Amended Description: Updated Permissible Purchase table information

Amended Date: July 21, 2016
Amended Description: Updated Procurement and One Card Guideline

Amended Date: July 13, 2016
Amended Description: Updated terminology under Prohibited Purchases.

Amended Date: May 17, 2016
Amended Description: Updated Procurement and One Card Policy