Procurement

Procure to Pay

Procurement Card
Procurement Card (PCard)
HOW TO MAKE A PURCHASE WITH A PCARD

Telephone & Internet Order

It is strongly advised that all Cardholders log all orders on a Procurement Card Transaction Log for tracking purposes. A sample of this form is included in this Guide, Exhibit 3. With a telephone order, you may not receive a document. In this case, your transaction log will qualify as the document.

When placing a telephone or Internet order, the Cardholder is to ask for and verify that any and all educational discounts have been applied. The Cardholder will be asked to provide name, card number and expiration date of the card. The Cardholder must supply a complete delivery address.

 

If the order processed is over the Internet, follow these steps:

 

  • Do not use your Procurement Card unless you are in a secure environment, i.e. the location box on your browser starts with https://
  • If an Internet site asks you to create an account with a password, protect that password
  • Use Web sites that provide clear contact information (phone number, address in the real world, customer service contact) for the company, as well as warranty, return and refund policies
  • If you are not familiar with a merchant, verify their reliability with outside organizations such as The Better Business Bureau
  • Do not provide personal information such as Social Security number or bank account numbers
  • A site should have a privacy policy explaining how the merchant will protect the information you submit when making a purchase. If you cannot find that policy, request it of the merchant
  • Understand prices, shipping and handling charges, the terms of any product or service guarantees and expected delivery date
  • Always print and retain a copy of each purchase with a confirmation number attached. It is also a good idea to print the "address" (Uniform Resource Locator) of the company site with which you are doing business

If the order is by telephone, you should follow the above steps as applicable. Be sure that your order is logged on the Procurement Card Transaction Log and request that documentation be faxed to you confirming your order.

Choosing a Merchant/Supplier For Your Purchase

  • The first item to consider is the "Merchant Category" restrictions that are identified by commodity type. The UCR Procurement Card is structured with specific default Merchant Category Codes (MCCs) that adhere to current LVPA Policies and Procedures.
    • The card is structured not to accept MCCs for restricted purchases such as:
      • Banks, ATMs, financial institutions
      • Travel related merchants-airlines, auto rental, hotels, motels, travel agencies
      • Transportation related merchants-railroads, bus lines, taxi, cruise lines, auto dealers, rental, sales service
      • Eating places – restaurants, bars, cocktail lounges, nightclubs, fast food restaurants
  • Cardholders are responsible for ensuring that purchases are made from qualified merchants that are financially stable, provide quality products, conduct themselves in a professional and ethical manner, commit to delivery times, and offer competitive prices.
  • Most merchants will accept the Procurement Card but it is best to ask the merchant first if they accept the Visa© purchasing card. The level of detail on the merchant's receipt is dependent on the merchant's point of sale system and how it is reported to the Bank. Merchants fall into three categories of data reporting. They are:
    • Level 1: A merchant can supply basic information such as cardholder name, dollar amount of purchase, date of purchase, and merchant name, city and state.
    • Level 2: In addition to Level 1 data these merchants can provide sales tax, point-of-sale code (department-assigned reference number provided to the merchant by the Cardholder at the time of purchase), and whether they are a 1099 or minority/women-owned business.
    • Level 3: In addition to Level 2 data these merchants can provide ‘line-item' detail (item description, amount and quantity). Level 3 suppliers must have a PC-based system or electronic cash register system in place in order to provide this level of detail.

Ethic of Purchasing Conduct

These are the principles and standards of purchasing practice of the Institute for Supply Management, Inc., which University of California, Riverside, Purchasing has adopted.

  • Avoid the intent and appearance of unethical or compromising practice in relationships, actions and communications.
  • Demonstrate loyalty to the employer by diligently following the lawful instructions of the employer, using reasonable care and only authority granted.
  • Refrain from any private business or professional activity that would create a conflict between personal interests and the interests of the employer.
  • Refrain from soliciting or accepting money, loans, credits, or prejudicial discounts, and the acceptance of gifts, entertainment, favors, or services from present or potential suppliers that might influence, or appear to influence, purchasing decisions.
  • Handle confidential or proprietary information belonging to employers or suppliers with due care and proper consideration of ethical and legal ramifications and governmental regulations.
  • Promote positive supplier relationships through courtesy and impartiality in all phases of the purchasing cycle.
  • Refrain from reciprocal agreements that restrain competition.
  • Know and obey the letter and spirit of laws governing the purchasing function and remain alert to the legal ramifications of purchasing decisions.
  • Encourage all segments of society to participate by demonstrating support for small, disadvantaged, and minority-owned businesses.
  • Discourage purchasing involvement in employer-sponsored programs of personal purchases that are not business related.
  • Enhance the proficiency and stature of the purchasing profession by acquiring and maintaining current technical knowledge and the highest standards of ethical behavior.
  • Conduct international purchasing in accordance with the laws, customs, and practices of foreign countries, consistent with United States laws, your organization policies, and these Ethical Standards and Guidelines.

Shipping Address

Goods that are ordered using the Procurement Card can be shipped to UCR's Receiving Dock, to departmental loading docks, or to an off-site location. IMPORTANT NOTE: If a supplier ships an item to UCR, instruct them to write the complete campus shipping address on the packing slip and/or box. The shipping address for the Receiving Dock is:

University of California, Riverside
Attn: Cardholder's full name, phone number, building & room number
3401 Watkins Drive
Riverside CA 92521

  • It is mandatory that the above information appear on all shipping labels and packing slips received at UCR's receiving dock. Packages with incorrect or missing shipping information cannot be delivered to their final destination.
  • To assist Receiving it would also be advisable to request the merchant to list your department's two digit alpha Receiving code, i.e.: "FC" for Chemistry.
  • When merchandise is delivered, the department is responsible for inspecting the shipment confirming quantities and the condition of merchandise. In case of damages or returns, the Cardholder or DCA is responsible for coordinating the return directly with the supplier and must follow up to make sure credits are received within sixty days of return.