Procurement

Prior to being assigned department designated Procurement Card roles, Purchasing requires successful completion of UC Learning Center (LMS) trainings: “Procurement Card”, a pre-requisite: Requestor Role, and Modules A and B of Purchasing Transactor Training.

For Procurement Card Trainings, visit the UC Learning Center, or send an email request to the Procurement Card Coordinator. Provide the trainees full name, email address and NETID. Online training instructions will be provided.

If you have been assigned the primary Reviewer, Department Card Administrator or Financial Officer role for an existing Cardholder, or are no longer assigned a Procurement Card role, send email notification to the Procurement Card Administrator immediately.

Training will provide a step-by-step walk through of the Procurement Card, Purchasing Requestor role processes and will explain policies, procedures, and best practices relative to the UCR Procurement Card Program. The purpose of the trainings is to inform individuals assigned department designated roles of their responsibility of appropriate card use, and to establish and maintain proper internal controls to ensure responsible procurement. New Cardholders will receive the "Getting Started” email that provides “Helpful Reminders” and the web-link for the “Procurement Card Guide". This information and handbook are resources containing pertinent information such as campus resources, ethical purchasing conduct, different roles and responsibilities, guidelines for use, reconciliation and redistribution, financial controls, security and protection of cards, returns and credits, disputes and declines, and violations and consequences.

Procurement Card Training is provided for intended Cardholders, Reviewers, Department Card Administrators and Financial Officers. To sign up for classes, please contact Dana Allen at x2-3008 (campus dialing) or 951-827-3008.

Training must be current as successful completion of Procurement Card Trainings is required for role designees prior to new or replacement cards being issued.

Delegation of department Reviewer, Department Card Administrator, and Financial Officer roles should not be assigned without first completing the required Procurement Card Training Classes. The Reviewer cannot be subordinate to the Cardholder.

Remember… Procurement Card refresher Training is required annually.

If a department has any questions regarding the Procurement Card or training, please contact the Procurement Card Coordinator, Dana Allen at 951-827-3008.

In order to help you manage your Procurement Card transactions and reconciliations in an efficient manner, Purchasing and U.S. Bank have worked together to provide Procurement Card Cardholders, Department Card Administrators and Financial Officers access to U.S. Bank's online management and information system, "AccessOnline".

Cardholders, Program administrators and Financial Managers may monitor account activity, and card holders may access their transaction history via the Internet. Records of account activity for each cardholder, cardholder statements and electronic reporting are also available through this online system. Once registered, you may view line item detail for Vendors that furnish or "pass" Level 3 information, view your dollar limits and the balance available to spend, plus much more.

Cardholders can immediately register and view their transactions following the steps provided in the attached PowerPoint.

Departmental Card Administrators and Financial Officers cannot register themselves. In order that you may view multiple accounts, please provide the following THREE pieces of information so that I may register you and grant read-only access to the multiple accounts (Note: This information, for all users, is viewable by the Procurement Card Coordinator. Although confidential, the Procurement Card Coordinator does have direct access to this information):

USER ID: (7-20 characters) may be Alpha numeric
PASSWORD (8-20) Needs at least one numeric at beginning

CHOOSE AN AUTHENTICATION QUESTION AND PROVIDE YOUR RESPONSE TO ONE OF THE FOLLOWING:

• Pet's name
• Mother's maiden name
• Father's middle name
• Birth Place
• Favorite Sport's Team
• Child's name

Once registered, you will be able to view all transactions for all Cardholders within your department following the steps in the attached PowerPoint.

If you have any comments or suggestions please call,

Dana Allen
Procurement Card Coordinator
951-827-3008 (on campus x23008)

UCRFS PCT (Procurement Card) Aging  & Audit Report Instructions

Note: Number of Aging Days will appear in the far right column.

Select to save as My Favorite for future use. Click on Search.

1. Log into iViews at: http://iviews.ucr.edu/iviews/iVIEWS_EACS.main
2. Select UCRFS – UCR Financial Systems
3. Select UCRFS
4. Select Reports & Inquiry
5. Select Financial
6. Select Cost Transfer Reports
7. Select PCT Reports
8. Create a “Run Control ID” (e.g. PArts, Arts, Music, Dance, etc.)
9. Click on “Add A New Value” Tab (Create New Run Control ID – Enter data as needed)
10. Enter Activity on the PCT Aging Report Tab
11. Click Run
12. Click box to select PCT Aging Report
13. Click OK
14. Click Report Manager (Note:  if Status shows Process… wait a few minutes and Click: Refresh)
15. Click Administration Tab.  Status column should indicate Posted.
16. Click Details
17. Select pctaging xxxxxx.PDF
18. Aging Report will display. All of the default FAU transactions that need to be moved will appear.

Department Card Administrator (DCA)

If your department has multiple Pcard cardholders the PAN can display a TRANSACTORS NAME. 

1. Log into iViews http://iviews.ucr.edu/iviews/iVIEWS_EACS.main  (upper left corner under Authorized Applications)
2. Find and Select the cardholder you want to add.
3. Click on UCRFS from the list of applications.

For additional Pcard information, please contact the Dana Allen, Procurement Card Coordinator at x2-3008.

Last updated August 23, 2017

Only the following items may be purchased with the Procurement Card. When using the PCT application, please make sure the appropriate account is used.

• 720110 - Animal Food
• 720120 - Animal Purch - Non-Inventorial
• 720130 - Athl Supplies/Non-Inv Sport Eq
• 720140 - Automotive Supplies
• 720150 - Chemicals - Non-Pesticides
• 720152 - Clothing-Not Uniforms
• 720155 - Cost of Goods Sold (COGS)
• 720160 - Custodial Paper Goods
• 720170 - Custodial-Non-Paper/Chemicals
• 720180 - Dry Ice
• 720190 - Electrical/Electronic Supplies
• 720200 - Equip Non-Inv, Not Computers $200 - $1499
• 720205 - Equipment, Non-Inv, Not Computers $1500 - $4999
• 720210 - Film and Recording Tape
• 720220 - Fuel
• 720240 - Gases - Compressed and Liquid
• 720250 - Glass, Glassware, and Ceramics
• 720260 - Hardware
• 720265 - HazMat Packing Materials
• 720270 - HVAC Supplies
• 720275 - Insignia Items
• 720280 - Lab Supplies Other
• 720290 - Landscape/Grnds Mat/Fertilizer
• 720300 - Lumber
• 720310 - Masonry Supplies
• 720315 - Medical/Dental Supplies
• 720320 - Metal, Sheet & Formed Stock
• 720330 - Office Supp-No paper/Prnt Cart
• 720340 - Paint and Other Finishes
• 720341 - Paint Sundries
• 720350 - Paper Prod/Stationery/Copy Pap
• 720360 - Pesticides
• 720365 - Pharmaceutical Supplies
• 720370 - Photographic Supplies
• 720380 - Plumbing Supplies
• 720390 - Radioactive/Isotope Materials
• 720400 - Rubber/Plastic/Other Synthetic
• 720410 - Safety Items
• 720420 - Signs
• 720430 - Textiles - Not Clothes
• 720440 - Tile/Floor/Counter/Ceiling Mat
• 720450 - Tools Non-Inventory
• 720460 - Uniforms and Shoes
• 730140 - Serv, Chem Waste Treat/Dispose
• 730150 - Serv, Environ Health & Safety
• 730185 - Serv, Lab & Other Testing
• 730190 - Serv, Laundry
• 730200 - Serv, Moving/Set-up
• 730210 - Serv, Parking
• 740110 - Freight
• 750110 - Bindery
• 750120 - Book/Serial/Periodical-Non-Inv
• 750130 - Copyright and Royalty Fees
• 750150 - Media Res-No Photo/Illustra
• 750160 - Photocopy/Repro Chg-Not Equip
• 750170 - Photo/Photographic Processing
• 750180 - Printing-Forms/Stationery/etc.
• 750190 - Publications/Reprints-Non-Inv
• 760120 - Comm, Access Charges
• 760150 - Comm, Cellular Phone Usage
• 760190 – Comm, Instrument Purchase
• 760205 - Comm, Materials (Not Equip)
• 770110 - Cmpt Connect/CPU/Data Storage
• 770120 - Cmpt Hardware Maint License
• 770130 - Cmpt Program/Sys Dev (Non-Cap)
• 770140 - Cmpt Software (Non-Inventory)
• 770150 - Cmpt Software Install(Non-Cap)
• 770160 - Cmpt Software Maint License
• 770170 - Cmpt Supplies/Equip (Non-inv)
• 770190 - Printer Cartridges
• 770200 - Equipment, non-inventory, computers $200 - $1499
• 780110 - Advertising-A21 Allow-Recruit
• 780120 - Advertising-A21 Unallowable
• 780160 - Train & Dev-Non-Payr/Non-IAP
• 780260 - Legal Proceedings, Allowable
• 780290 - Membership/Subscript-A21 Allow
• 780300 - Membership/Subscrp-A21 Unallow
• 780340 - Storage
• 803160 - Equipment, Fabricated*
• 803250 - Library Books/Materials
• 820110 - Repair/Alter/Maint-alarms
• 820120 - Repair/Alter/Maint-carpentry
• 820130 - Repair/Alter/Maint-Cmpt
• 820140 - Repair/Alter/Maint-Custodial
• 820150 - Repair/Alter/Maint-Electrical
• 820160 - Repair/Alter/Maint-Eq.(Not cmpt)
• 820170 - Repair/Alter/Maint-Grounds
• 820180 - Repair/Alter/Maint-HVAC
• 820190 - Repair/Alter/Maint-Other
• 820200 - Repair/Alter/Maint-Paint
• 830120 - Util, Diesel
• 830130 - Util, Disposal/Dump Fees
• 830150 - Util, Gasoline
• 830160 - Util, Natural Gas
• 830170 - Util, Propane/Butane
• 830210 - Util, Water
• 830220 - Util, Water Softening Srv/Chem
• 830230 - Utilities, Other
• 840110 - Rent of Cylinders - Demurrage

Following are the steps for initiating and working with a fabrication

1. The department must send a memo Equipment Management to request a fabrication number.
   • Describe the piece of equipment
   • Provide an approximate current value
   • Provide an approximate date to identify when the equipment will be complete.
2. Steve Staples/Equipment Management assigns a fabrication number and informs the department.
3. Make purchase via the Pcard and provide a copy of the transaction document via email, fax or campus mail to Steve with the fabrication number on it. The fax is x8-3314.
   • Card Integrity: Do Not provide card information on submitted documents.  
4. If the transaction is done with a Procurement Card, the department DCA must complete a PCT to charge move the transaction to the appropriate FAU.
   • Steve will also receive a PAN when a PCT is completed using the fabrication account number.

The UCR Procurement Card is a Visa© purchasing card issued to the University through US Bank to designated employees. Though it resembles and functions similar to a personal bank card, there are significant differences: 1) it is a corporate ‘purchasing' card rather than a ‘credit' card, 2) full liability rests with the University for payment to the bank for all transactions, and 3) it is assigned by the bank to a designated UCR employee but is issued in the name of and on the behalf of the University.

Because the Procurement Card is a Visa© charge card, it is accepted universally. Like all bankcards, the Procurement Card can either be "swiped" at the supplier's site or used to place orders over the telephone or the Internet (use secured links) by providing the account number and security information to the supplier. For more information, see page 16, Telephone & Internet Orders.

When a purchase is made with the Procurement Card, suppliers do not need to issue periodic statements because they are paid directly by the bank. The bank ‘bills' UCR for the net amount of all authorized transactions processed during a given period. UCR validates the data received from the bank's electronic billing and issues payment to the bank.

The Procurement Card provides benefits to UCR and delegated departmental personnel through the elimination of purchase orders and invoices, enables prompt payment to suppliers, and allows consolidation of ordering, recording, and payment for goods and services at the point of sale. The Procurement Card provides employees with an effective tool to purchase and pay for routine, low dollar cost products and services historically handled through the use of low value purchase orders, requests for personal reimbursements, and petty cash transactions. Other benefits includes built-in controls to prohibit certain ‘restricted' purchases, and immediate access of the purchase transaction information allows for follow-up, immediate reconciliation, reallocation, and audit of Procurement Card transactions.

Procurement Card delegation means that a Cardholder has been given the privilege to use the Card to conduct University financial business. This privilege is established by the Financial Manager after a user signs the Employee Agreement Form and agrees to use the Procurement Card in accordance with the Purchasing and Procurement Card Policy and Procedures. This privilege is under the condition that a user obtains campus Procurement Card training prior to the issuance of a Procurement Card.

A Cardholder's adherence to Procurement Card policies and procedures is paramount to the success of the Procurement Card Program and will be monitored. A Cardholder's failure to comply can represent a risk or threat to the University's financial resources. Therefore, it may be found necessary to immediately suspend a Cardholder's Procurement Card privilege when irregularities are detected. Purchasing, in consultation with other appropriate parties, may suspend or reinstate a Cardholder's card privilege based on findings. Cardholder privilege can be denied, suspended, or permanently revoked when it is determined that a Cardholder refuses to comply with or disregards/circumvents policies and procedures. Furthermore, any violation of local, state, or federal laws may carry the additional consequence of prosecution under the law where judicial action may result in one or more of the following: specific fines, imprisonment, litigation costs, and payment of damages.

Please refer to Campus Policy 750-70

• Authorized Procurement Methods
• Purchase and Blanket Requisitions
• LVPA Sub Purchase Orders
• Petty Cash
• Recharges
• Direct Payments, i.e. Marriott, Earthlink
• ePay
• Bookstore Purchases
• Storehouse Purchases
• Printing & Reprographics Purchases
• Equipment Loans
• Procurement Card

Note: The Purchasing Department's on-line training classes: 1) Procurement Card, 2) Modules A & B of Purchasing Transactor training. A pre-requisite (Requestor Role) training is required prior to taking Modules A & B trainings. New Cardholder’s, and existing Pcard role designees that took Nuts and Bolts of Purchasing, but haven’t taken Purchasing Transactor online trainings are required campus-wide to also complete Modules A and B.

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.

Each departmental Financial Officer (FO) will designate Cardholders. All Cardholders must be a UC career employee and will be given a delegation of authority from the Procurement Card Administrator. Cardholders must:

• Complete a series of Procurement Services online trainings via LMS:Procurement Card Training & Assessment Purchasing: Obtaining Goods and Services at UCR
  • Purchasing: Receiver Role Training & Assessment (as applicable)
  • Purchasing: Requestor Role
  • Purchasing: Transactor A Training & Assessment
  • Purchasing: Transactor B Training & Assessment

Additional trainings required as applicable for Cardholders having roles within eBuy.

• Complete a Cardholder Application form
• Submit the completed forms to the Purchasing Procurement Card Administrator (PCA)
• Becoming a Cardholder Review, and complete an Agreement and accept its Terms and Conditions.

New cards will be mailed from US Bank directly to the Procurement Card Administrator. The Campus Procurement Card Administrator will send an electronic mail notification to the Department Financial Manager, the Department Card Administrator and Cardholder when the card is available for pick-up.

• The Cardholder will be requested to schedule an appointment to pick-up the card from the Procurement Card Administrator, located in the BAS Procurement Services Department.
• The PCA will verify the Cardholder's signature. US Bank will send all new, renewal and replacement cards to the Procurement Card Administrator.
• A second electronic mail notification will be sent to the Department Financial Manager and DCA notifying them that the card has been picked-up.

Once a Cardholder receives their Procurement Card, they are responsible for securing it just as they would personal credit cards, cash or checks.

A new or renewal card cannot be used until it is activated by calling US Bank Customer Service. The card activation process is automated and will prompt the caller for the card account number and security information that is unique to the Cardholder. The telephone number for card activation is 800-344-5696 and will be indicated on your new card documentation. Please also see Contacts in this Guide for additional telephone numbers.

The Procurement Card is issued in the name of an individual. The US Bank/UCR Procurement Card will in no way affect personal credit and full liability rests with the University. Charges will be paid directly by the University. However, responsibility for violation of policy rests with the Cardholder. Each individual Procurement Card provides the University with full dispute rights and limits our liability. Cards must not be used by anyone other than the person to whom it is issued.

FOs, DCA, Reviewer, and Cardholder roles are required to attend Purchasing' specific trainings (see list under) Becoming A Cardholder which includes: "Obtaining Goods and Services at UCR, and UCR Purchasing" and a Procurement Card Training Class. Procurement Services is looking to re-introduce a current version of “Nuts & Bolts of Purchasing”.  Procurement trainings are designed to provide a step-by-step walk through process, and explain policies, procedures and best practices. If additional training is required, the PCA will set it up on a case-by-case basis. In addition, annual refresher training is required by all Cardholders, DCA, and Financial Managers.

Procurement Card Coordinator (PCC) responsibilities:

• Responsible for the overall UCR Procurement Card Program function
  • Reviews and forwards applications to the Bank
  • Distributes Procurement Cards to the Cardholder
  • Issues and maintains Cardholder guidelines and policies and procedures
  • Interacts with Bank to add, change, and terminate cardholders
  • Downloads transactions and billings on Access Online
  • Reviews and approves bill from US Bank and forwards to Accounts Payable
  • Answers questions and solves problems pertaining to the program
  • Acts as liaison between departments and US Bank
  • Monitors purchases for compliance with policy and procedures
  • Maintains Cardholder database, securing card account numbers
  • Manages flow of information into Access Online (US Bank's reporting tool) by:
    • Setting up passwords
    • Creating reports
    • Making changes as necessary to card limits by following signature authority guidelines and retaining backup documentation
  • Performs random audits of departments
  • Investigates waste, fraud, abuse, and theft of cards to a complete and satisfactory resolution, informing the department and Audit & Advisory Services
  • Trains Cardholders, Financial Officers and Departmental Card Administrators
  • Provides updated information and news to Cardholders and DCA's

Business/Financial Manager's Responsibilities Are

• Determines an employee's need for a procurement card
• Ensures compliance with UCR Policy and Procedure Manual, Sections 750-39 (Low Value Purchasing Authorization), 750-63 (Purchasing Authority) and Section 750-70 (Procurement Cards)
• Maintains list of all Cardholders within their department
• Ensures that Cardholders and Departmental Card Administrators are trained in the proper use of the card and have attended, "The Nuts and Bolts of UCR Purchasing" and a Procurement Card Training Class
• Attends necessary training
• Ensures that all appropriate signatures and accounting information are secured on the Cardholder Application and Agreement Form before submission to Purchasing
• Determines dollar and number of transaction limits, not to exceed LVPA delegation, currently $1,500/transaction, that are appropriate for their Cardholders
• Reviews and complies with Separation of Duties, UCR Policy and Procedure Manual, Section 250-40 (Internal Control Guidelines for Campus Departments)
• Designates a Departmental Card Administrator (DCA)
• Reclaims (in coordination with the DCA) the Procurement Card from any departmental cardholder prior to the employee's leaving the department and in instances of card revocation
• Ensures department awareness and use of Whistleblower and Whistleblower Protection Policies

Departmental Card Administrator (DCA)

• Serves as a liaison between the department's Cardholders and the Procurement Card Coordinator (PCC) located in the Purchasing Department
• Ensures that Cardholders and they themselves are sufficiently trained in the proper use of the card and have attended Purchasing Card Training classes
• Ensures compliance with UCR Policy and Procedure Manual, Sections 750-39 (Low Value Purchasing Authorization), 750-63 (Purchasing Authority) and Section 750-70 (Procurement Cards)
• Ensures Maintenance of Transaction and Credit Logs and Retention of Receipts by:
  • Ensuring Cardholders are obtaining and forwarding receipts within ten days
  • Making certain that a Procurement Card transaction log is completed as supporting documentation of the purchase if another document is not available
  • Making certain that a Procurement Card credit log is completed and that credits are resolved completely; notify US Bank in writing of any disputed or unauthorized transaction within 60 days of the last day of the cycle during which such transaction is charged
  • Reviewing and retaining all logs, original receipts, invoices and packing slips for a period of5 years
  • Assures that all documentation with card number is safeguarded
• Ensures the reconciliation of Procurement Card charges with the financial transaction detail report by matching invoices, receipts and packing slips within 30 days after report is provided
• Ensures that all items that have been charged have been received and inspected within ten working days
• Ensures redistribution to the appropriate FAU(s) is/are made within 60 days of posting or by the end of the fiscal year, whichever occurs first. (See Page 20, PAN Notification for more details regarding redistribution)
• Identifies any violations and discusses them with Cardholders to provide additional instruction and training. If violations are noted, the violation must be documented, and a copy forwarded to the Department FO and the PCC.
• Ensures that Use Tax is not duplicated by:
  • Notifying Accounts Payable of all out of state merchants who have already collected use tax on a receipt.When notified, Accounts Payable will add these merchants to a table, which will override the use tax in the future
  • Ensuring that all copies of out of state receipts where use tax has been collected are forwarded to Accounting, in order for Accounts Payable to correct the duplicate tax transaction. Ensuring that we do not pay tax on items deemed nontaxable
• Reclaims the Procurement Card from any departmental Cardholder prior to the employee's leaving the department and in instances of card revocation (in coordination with the Business/Financial Manager)
• If the DCA is also a Cardholder, they should not redistribute their own transactions to allow for separation of duties.

Cardholder Responsibilities

• Completes mandatory Procurement Card training prior to obtaining a card
• Signs the back of the card in the presence of the Procurement Card Coordinator and keeps it in a secure place.Although the card is issued in a Cardholder's name, it is the property of the University of California, Riverside and is only to be used for UCR purchases as defined in this guide and following the guidelines of attached Exhibit 1.
• Obtains all necessary approvals before using the card to purchase goods or services
• Follows proper Purchasing Policies and Procedures to make purchases by:
  • Making certain that the total amount including shipping and handling charges will not exceed the pre-set, per-purchase limit
  • Not splitting a transaction into smaller transactions to avoid the dollar limits of your card
  • Determining whether the purchase is permitted or restricted on the Procurement Card by complying with Exhibit 1 of this Guide.
    • Do not use the card for personal transactions.
    • Do not use the card for travel or entertainment
    • Do not use the card to purchase equipment over $1500.00
• Determines the best value for the University by obtaining competitive quotes whenever possible
• Keeps their card and card number secure
  • Do not give your card or your card number to others to use on your behalf
  • Do not give your card number to a merchant on "a standing blanket" basis
  • Keep documentation with card number secure
• Notifies US Bank and the PCC immediately of any suspicious or irregular activity on your card or if your card has been lost or stolen, or if you suspect that someone may have your card number
• Ensures receipt and proper inspection of goods and materials and follow-up with merchant to resolve any delivery problems, discrepancies and damaged goods in conjunction with DCA within sixty days of date of purchase
• Makes sure complete shipping address and instructions are given along with Cardholder's name, department name, complete street address, room number, city, state, zip code and phone number for telephone or catalog orders
• Makes sure that when supplying a card number via the Web that a secure web site is used
• Makes certain that a merchant includes documentation (see Page 20, Source Documentation for what constitutes valid documentation).
• Ensures that the DCA receives all documentation including sales slips, cash register receipts, invoices, order forms and packing slips within ten days.Fills out a transaction log documenting a purchase, if no documentation is available, in coordination with the DCA
• Works with the DCA to establish and follow internal business controls to ensure proper record keeping, reconciliation, and validation of expenditures
• Contacts and follows up with merchant on any erroneous charges, disputed items or returns within 60 days of the end of the cycle (25th) in which the transaction appeared, in conjunction with DCA.If the Cardholder is unable to reach agreement with the merchant, contact the PCC, Chris Truett at (951) 827-3008.
• Ensures that the Procurement Card is returned to the Department if employment ends or if Cardholder leaves the department or privileges have been revoked

A Cardholder's adherence to Procurement Card policies and procedures is paramount to the success of the Procurement Card Program and will be monitored. A Cardholder's failure to comply can represent a risk or threat to the University's financial resources. Therefore, it may be found necessary to immediately suspend a Cardholder's Procurement Card privilege when irregularities are detected.Purchasing, in consultation with other appropriate parties, may suspend or reinstate a Cardholder's card privilege based on findings. Cardholder privilege can be denied, suspended, or permanently revoked when it is determined that a Cardholder refuses to comply with or disregards/circumvents policies and procedures. Misuse of the Procurement Card may result in criminal investigation.

Cardholders and DCA's are reminded that the Procurement Card is a tool to purchase selected goods and services for the University and must follow all established Low Value Purchase Authority policy and procedures and does not alleviate the need for responsible, ethical conduct.

• Procurement Card purchases are to be made in accordance with current campus LVPA policies regarding appropriateness of purchases/expenses.Purchases outside the scope of these policies are considered inappropriate use of funds.Procurement Card purchases are also subject to the restrictions and limitations listed on Exhibit 1 of this guide.
  Prohibited Transactions-The following are prohibited transactions and are Cardholder violations:
• Personal Purchases- Defined as purchases for personal use. The Cardholder must immediately reimburse the University, or arrange for an immediate credit transaction from the merchant.A personal purchase is considered a violation of the Procurement Card Policy. Purchasing, in consultation with other appropriate parties, may suspend or permanently revoke a Cardholder's card privilege for such violations.
• Cash or Cash Type Transactions-examples include: asking for additional cash with a purchase, traveler's checks, money orders, requesting a credit in cash. A cash or cash type transaction is a violation of policy.
• Split Purchases and/or transactions exceeding Low Value delegation:It is against policy to instruct, or knowingly allow, a merchant to split a transaction that is higher than a Cardholder's Low Value delegation over multiple days or transactions to circumvent such card limitation.
• Supply purchases in excess of $1,500- All supply orders exceeding $1,500 must be purchased through the Purchase Department by issuance of a Purchase Requisition using PRLite.
• Entertainment/Travel- The Procurement Card may not be used for entertainment including personal purchases, travel, hotels, automobile rental, restaurants, food or entertainment events.
• Equipment- The Procurement Card may not be used to purchase items designated as equipment.Equipment is defined as non-expendable, tangible personal property that has an acquisition cost of $1,500.00 including tax or more, is free standing, and has a life expectancy of one year or longer.
• Exhibit 1-Procurment Card purchases are subject to the restrictions and limitations listed on Exhibit 1 of this guide.

• 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.

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.

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.

Sales and use tax is due and payable on the purchase of tangible goods.The State of California requires payment of state "sales tax" on all purchases, except those that are termed tax-exempt. "Sales tax" is the term used to describe the tax collected on goods purchased within the State of California.

When purchases are made from out-of-state merchants and the merchandise is used within the State of California, the term is "use tax."

A table has been created in UCRFS containing all of the out-of-state merchants that we know collect sales tax. When your out-of-state Procurement Card transaction reads into the general ledger, it will pass through this table. If the merchant is listed in this table, the transaction will read exactly as it originally posted for the same amount. If the merchant for this transaction is NOT listed on the table, the transaction will post with an additional transaction for the use tax. This use tax transaction is designated as such in your ledger and is typically the transaction immediately following the original one.

It is important for the DCA (or designated employee) to note on the receipt whether or not an out-of-state merchant collected tax, as some do collect use tax at the point of sale. Departments must ensure that Accounts Payable is notified of all Procurement Card Transactions where out-of-state merchants have already collected tax AND use tax was also charged in UCRFS. Do not prepare the PCT on the original transaction or the tax transaction until you have contacted Mary Crisucci in Accounts Payable. Once notified, Accounts Payable will add these out-of-state merchants to the table, which will override the use tax accrual of all future transactions with that merchant.

In order for the duplicate tax to be credited back to your department, the following must be provided to Mary Crisucci in Accounts Payable: 1) Copy of the credit card receipt or other supporting documentation showing that sales tax was charged, or information showing that the item is not subject to tax; 2) The PRO journal ID (FDRXXXXXXXX); 3) The journal line of the use tax entry; and 4) The FAU associated with the transactions (should be the default FAU associated with the ProCard).

DCA’s should be sure that we do not pay tax on nontaxable items such as freight (handling charges are taxable), labor/services, and downloaded software. DCA’s should monitor to be sure that the duplicate tax credit is received. Accounting will do the PCT to move the duplicate tax – the department does not do this. After Accounting clears the duplicate tax, the department can process the PCT for the original transaction.

Information regarding California tax can be located at:

• University of California, Use and Sales Tax Manual: http://www.ucop.edu/financial-accounting/_files/sutm.pdf
• California State Board of Equalization: http://www.boe.ca.gov/sutax/sutprograms.htm

Cardholders should communicate with their departmental FO and DCA before beginning to use the card to ensure an understanding of the expectations and process flow through their individual department as well as following current Purchasing and Accounting policies and procedures.

Steps below are the general steps for a Procurement Card transaction:

• Purchases are made with the card, goods or services are received, a receipt or documentation is obtained by the cardholder who immediately turns in the documentation to their DCA
• Transactions are fed daily to general ledger (Source Code PRO)
• Pan Notifications are sent to Reviewers and DCA's; these must be set up by the Departmental SAA
• DCA or designated employee reviews every transaction for compliance with Purchasing and Accounting Policies and Procedures and to ensure that documentation matches the general ledger
  • DCA or designated employee redistributes PRO transactions to appropriate funds within sixty days of posting or end of the fiscal year, whichever is first, using PCT (Procurement Card Cost Transfer)
• Pan Notification sent to Reviewer after redistribution of Procurment Card transaction; these must be set up by the Departmental SAA.

• Each card is set up with the following criteria
  • Section 1 Cardholder Information
    • Employee ID #- Each employee of the University has an employee ID that is imprinted on their checks.This number will be used in place of a social security number.**Remember—if the bank asks for a social security number that you will use your Employee ID instead.
    • Name Line 2/Department Name- Put your department name; this will be imprinted on the Cardholder's Procurement Card.
    • Work Phone- Please fill in completely
    • Email Address- Please fill in a complete email address. This address will be used to send card program information to Cardholders.
    • UCR Net ID- Please provide your logon ID that will identify Cardholder transactions in PeopleSoft. Cardholders must have a UCR Net ID. See Below.
  • Default FAU-The department assigns a default FAU to each Cardholder and puts this information in Section 5 of the application form.
    • Default FAU must follow UCR's business rules and will be verified with Accounting to ensure compliance
    • Account Code must always be 780315 which is the clearing account code for all Procurement Card Transactions
  • Cardholder Limits- Departments must determine and assign Cardholder Limits by filling in these spaces, not to exceed maximum limits listed on Section 2 of the Procurement Card Application Form. Department FO's should select limits appropriate to each specific Cardholder.
  • Reviewer and DCA Information- Section 3 and 4 of the Procurement Card Application Form must list Reviewer and DCA applicable information.
    • Note-Employees designated either DCAs or Reviewers must have a current PeopleSoft User Net ID; Reviewer CANNOT be in a subordinate role to the Cardholder.
  • Approvals-Departments must ensure that all approvals are filled out completely in Section 5 of the Procurement Card Application Form.
• If the cardholder does not have a UCR Net ID, they will need to apply for one. The application is available on Computing's web site at http://css.ucr.edu/. Click on 'Gaining Access to UCR Apps. Scroll down to the ‘checklist' and click on #2 for the IBM Net ID application. For any questions regarding this application process, your contact in Computing is Terri McDonald at x86468.
• The Cardholder must agree, accept and sign the Employee Agreement Form
• Applications will not be processed without complete information as well as signatures on the Application

Reconciliation/Source Documentation

An individual other than the Cardholder making the purchase must certify the accuracy of expenditures listed on the general ledger by matching invoices, packing slips or a printed receipt from a website for every Procurement Card transaction. If a DCA is a Cardholder, they cannot reconcile their own transactions. For reconciliation guidelines, see Policy #200-97, Ledger Review Guidelines.

All Cardholders will receive a monthly summary of their transactions from US Bank. This is for reconciliation purposes only. Do not send this to Accounting, it is for your records. The person designated to reconcile (e.g. DCA, Reviewer) must verify and comply with the following:

Source Documentation

• Transactions MUST have valid source documentation from the merchant
  • Documentation must be given to his/her DCA after verifying and reconciling to ensure redistribution to proper FAU.
• Valid source documentation may include one or all of the following:
  • Receipts and card transaction slips from the merchant
  • Packing slip from a delivery
  • Order forms for dues, subscriptions, etc.
  • Invoices showing credit card payment
  • E-mail confirmations from the merchant
  • Faxed copies of a receipt or card transaction
  • Website confirmations
  • Logging of transaction on Transaction Log, see Exhibit 2
• All documentation should include the following information:
  • Merchant's Name
  • Date the purchase was made
  • Description and quantity of each item purchased
  • Total cost of the order
  • Per item cost if available from the merchant; this depends on the information level of that merchant
  • Cardholder name and/or card number
• If you have lost the original documentation, contact the merchant directly to provide it. If the merchant does not provide a duplicate, you can request one from US Bank by calling Customer Service. This could take 3-6 weeks but is done at no charge. If you are unable to get a duplicate document, you can put the information in a Transaction Log.
• Departments MUST follow up with vendors on any charges that are 10% more than the original invoice.
  • Lack of documentation due to neglect or failure to provide documentation to DCA in a timely manner will be considered a Cardholder violation. The PCC might suspend a card until documentation is provided.
• Complete documentation must be available for audit upon request. Remember:Procurement Card transactions are subject to periodic random audit.Be sure all records and required signatures are in your files.

Employees are encouraged to follow policy in their various roles in the Procurement Card process by reporting allegations of suspected improper government activities. For more information, visit the web site on Reporting and Investigating Allegations of Suspected Governmental Activities (Whistleblower Policy) at http://policy.ucop.edu/doc/1100171/Whistleblower and Policy for Protection of Whistleblowers from Retaliationand Guidelines for Reviewing Retaliation Complaints at http://policy.ucop.edu/doc/1100563/WhistleblowerProtection.

Establishment of Courtesy Copies to Departmental Card Administrators (DCA):

• The departmental UCRFS Systems Access Administrator (SAA) must establish the DCA in PAN to receive Courtesy Copy e-mail notifications of Procurement Card transactions and PCTs.This serves as the DCA's notification that there are transactions to be redistributed.The redistribution will be performed via the ProCard Cost Transfer (PCT) application within sixty days of posting or end of year, whichever occurs first.
• How to Establish the Courtesy Copy PAN Role in UCRFS: Enter the following information:
  • In UCRFS under the Post Audit Notification application (Start-Process Financial Information-Post Audit Notification) go to Use-User Role Definition-Add (only SAAs have access to add roles in PAN).The following setup screen will appear:
    • 1. Role Name: Courtesy Copy
    • 2. Applications Type: ProCard Cost Transaction and Procurement Card Transfer
    • 3. Operator ID: This should be your department DCA's UCRFS User Id
    • 4. Account: Typically set to ALL
    • 5. Fund: Typically set to ALL
    • 6. Activity: Typically set to the Department Code (D0XXXX).(Note:If more than one Department Code is involved, this screen will need to be completed for each code or if appropriate, higher levels of the tree can be used such as DIVXXX or ORGXX.)
    • 7. Functions: Typically set to ALL
    • 8. Click on OK

Verify the information is correct and save the panel.The role will be updated overnight and the DCA will begin receiving Courtesy Copy e-mails whenever a ProCard Journal is fed into the ledger (Source Code = PRO). Remember, SAA's must set up PAN's for the two applications - ProCard Transaction and PCT.

• Upon daily feed of Procurement Card transactions into the University's General Ledger, the system will automatically generate a Pan Notification to the Department Reviewer and person designated to receive a Courtesy Copy notification. See Establishing Reviewers on page 24 to set up departmental reviewer roles.

Sample E-mail message:

-----Original Message-----
From: ORACLE7@ucrac1.ucr.edu [mailto:ORACLE7@ucrac1.ucr.edu]
Sent: Friday, October 11, 2002 10:13PM
To: bmccracken@housing.ucr.edu
Subject: UCRFS PAN Courtesy Copy
The following transactions have been posted:
FDR0157547 Posted: 11-OCT-2002,Source: PRO
Line Description: 123456 10/28/02 Home Depot
Account:780315 - ProCard Expense Clearing
Activity: A01206 - Accounting
Fund: 19900 - GENERAL FUNDS
Function: 72 - Institutional Support
Cost Center: -
Project Code: -
Amount: $800.00

• The Departmental Card Administrator or designated individual shall be the person to receive a Courtesy Copy Notification
  • All DCA's or designated employee must have an UCR Net ID (PeopleSoft ID) in order to access UCR's General Ledger.
• All Procurement Card transactions will have a source code of PRO in the General Ledger
• All Procurement Card transactions will have a default FAU number, (which has been approved by Accounting) assigned by their departmental Financial Officer or DCA.
  • All Procurement Cards (regardless of department) will have a default account code of 780315, which is a Procurement Card clearing account.
• DCA's must ensure that all Procurement Card transactions (source code PRO) are redistributed to appropriate fund within sixty days of posting or prior to the end of the fiscal year, whichever is first
• Purchasing will have the ability to query all unredistributed transactions and will advise departments that a Violation form is in order for those that go beyond sixty days.

The SAA will also need to establish new "Reviewer" roles for the Pro Transactions and the PCT application. Remember transactors cannot review their own transactions (i.e. the DCA cannot be the reviewer of their own PCT transactions).

In addition to oversight of the Procurement Card activity by Accounting, Audit & Advisory Services, and the Purchasing department, the departmental Financial Officer will have basic internal controls in place which must be followed. The departmental Financial Officer must ensure that all office staff involved with the Procurement Card program as well as Cardholders are informed of and are using current policies and procedures for record keeping, validation of expenditures and reconciliation.

Accounting

• Accounting will monitor the clearing accounts of each department to assure that charges are being redistributed to the correct FAU.
  • It is ideal for this redistribution to be done in five business days. It must be redistributed no later than sixty days after posting, and cannot go beyond year-end.
  • Accounting will be looking at the specific FAU for account distribution
  • The Procurement Cost Transfer or PCT will have specific business rules that apply to its use. The PCT will be monitored for Federal funds expenditures.See Reconciliation and Pan Notification for more detailed information. Also see Exhibit 6 for the list of PCT Valid accounts.

Audit & Advisory Services

Audit & Advisory Services' overview of the Procurement Card may occur in conjunction with their Annual Audit Plan. Procurement Card transactions are subject to review during department audits and other audits. Campus Policy that describes Audit & Advisory Services' role in financial transactions can be seen below and will indicate how they will carry out their procedures for audit of the Procurement Card Program:

• Policy #750-39 Low-Value Purchase Authorization (LVPA) Program Periodic appraisals will be conducted by Audit and Advisory Service or by an appropriate designee of the Materiel Manager to ensure compliance with the conditions of the delegation, and to provide a basis for adjusting or discontinuing the delegation to the department, as the findings indicate.
• Audit & Advisory Services will have access to US Bank's online reporting tool, Access Online and may review transactions, Cardholder information and changes, as well as prepare reports as they see fit.

Purchasing

The Procurement Card Coordinator in the Purchasing Department will be able to view transactions via the Web with US Bank's online reporting tool, Access Online. The PCC will periodically review these transactions to determine that appropriate purchases are being made.

The Procurement Card Coordinator will review redistribution of PRO transactions to assure they occur within sixty days of posting or by year end, whichever is first. Failure to redistribute Procurement Card transactions within the allotted time will be considered a violation.

Purchasing will audit every two hundredth transaction. An email will be sent to the DCA to forward all documentation of this transaction to the Purchasing Department for review. Documentation will be returned to the department when the review is complete. Departments not in compliance will be investigated, which may result in suspension or cancellation of Procurement Card privileges, up to and including dismissal and criminal prosecution.

Tracking Orders

Your department may require that you use a Procurement Card Transaction Log (Attached, Exhibit 2) or other departmental form.Keeping track of the orders placed by a department will assist in following up on late deliveries, order problems, partialshipments and other issues.

It is suggested that an internal tracking number be assigned to each Procurement Card transaction to determine who ordered the goods. An example is to assign your two digit alpha code with the last name of the Cardholder plus a unique number. Example: TMHodge001.

Receive and Inspect the Goods

Departments must inspect all goods immediately upon receipt, determining the actual type, condition and quantity. Compare this to the shipping documents.If there is a problem, contact the merchant immediately.Keep notes on problems and their resolution including names, dates and resolutions. Resolve all issues to a satisfactory completion in not more than sixty days of the posting of the transaction.

Security, Protection & Lost or Stolen Cards

Security/Protection

• Procurement Cards should be treated with the same care as a personal credit card. Keep your card in an accessible but secure location. If the card is either lost or stolen, or used by a person other than the authorized Cardholder, immediately report such action by following the instructions in the following Section, Lost or Stolen Cards.
• Safeguard the card account number carefully. Do not post it at your desk and do not give the card account number to a merchant for use on a standing basis. Remember that the account number can be used just like the card itself. If the credit card number appears on any document (order confirmation, packing slip, receipt, invoice) it must be covered with permanent ink so it cannot be read or photocopied.
• It is suggested as an internal business control to lock up all Procurement Cards when not in use.
• The Cardholder whose name appears on the face of the card is the only person entitled to use the Procurement Card.
  • Do not lend your card to another person for any reason. Card assignment to a single, named employee of the University is a requirement of our contract with US Bank, in addition to ensuring proper internal controls.
  • If the Cardholder is going to be absent from the office for an extended period, the Department Financial Officer may request a new card be issued and another person trained as backup.
  • During an absence of the Cardholder, departments can process Sub purchase orders or prepare online requisitions through PRLite.

Lost or Stolen Cards

• UCR will not be liable for any charges made with a Procurement Card or a Card account number that is lost, stolen, or if the card number is misappropriated by someone after US Bank is notified that the card has been lost or stolen.
  • Any charges that may have been expended on the card before notification is made to the Bank will be the liability of the University's fund source until resolution is reached with the merchant, the merchant's bank, US Bank and UCR.
• In order to limit potential risk to UCR funds, action must be taken immediately to report lost or stolen cards.
  • Prompt action must be taken to resolve any unauthorized or unidentifiable charges against any University fund to ensure resolution.
  • Failure to take immediate action regarding disputed charges may cause termination of cardholder privileges.
• It is imperative that the Cardholder, DCA or FO take immediate action by following these steps:
  • Contact US Bank: Contact the bank immediately for termination of the card account whether the card is lost or stolen or the card number has beenmisappropriated. Bank representatives are available 24 hours a day, 7 days a week by calling 1-800-344-5696. When reporting either a lost or stolen card, the caller should advise the customer service representative the call is regarding a "procurement card". They will be asked for the Procurement Card account number, Cardholder name, and Cardholder ID number. Remember that the Cardholder ID is your UCR employee number.
  • Contact the Campus Police: Contact the Campus Police at 951-827-5222 to report your card stolen.
  • Notify Purchasing of terminated account:Process a Procurement Card account form reflecting account termination and state reason for termination. Fax to Purchasing at 951-827-5392.

Termination/Cancellation of Card

• A card must be terminated or cancelled when:
  • The Cardholder no longer uses the card
  • The Cardholder is no longer employed at the University
  • The Cardholder has moved to another UCR department
  • It is determined that the account should be closed by either violation of card use or other determining factors.
    • To close an account, you can complete the Procurement Card Application Form noting the ‘delete' field, enter the Cardholder name at the top, and the account number at the bottom (ordinarily this spot is for bank use only), or send an email to the PCC requesting the account be closed.
      • The Application Form is sent to the PCC. Cut the Procurement Card in half and dispose of it. Update departmental records accordingly.
• Purchasing will process the cancellation request for the card, and US Bank will terminate the card within twenty-four hours of notification.
• When a cardholder terminates employment with the University, the Department Financial Officer (in coordination with the DCA) has the specific obligation to reclaim the assigned Procurement Card prior to the employee termination date.

Changes in Cardholder Status

• US Bank Changes: For changes associated with US Bank, i.e. transaction limits or the information displayed on the Procurement Card (employee name, department name), the Cardholder must advise his/her DCA.
  • The DCA contacts the PCC to determine whether the Bank can make the required changes, or if it is necessary to cancel the current card and advise the Cardholder to apply for a replacement card.
• Account Element Changes: For changes to the UCR FAU elements associated with the card, the Cardholder can complete a Procurement Application Card form as a ‘change' putting the new FAU information on the Application form, get the appropriate signatures, and send the form to Purchasing. The FO can also request this change by email.
• All temporarily increased transaction limits must be authorized by the PCC and the department FO.

Returns/Credits

• Make arrangements with the merchant before shipping or returning an item; if you need assistance with shipping an item to the merchant, contact UCR's Receiving Department at (951) 827-3134.
  • Keep a copy of the shipping documentation or credit slip with the transaction file in order to reconcile the transaction.This information may be needed for a formal dispute resolution.
• If the resolution cannot be reached with the merchant regarding attempts to returnitems for credit or exchange, the PCC will intercede with the supplier and bank on your behalf to negotiate a satisfactory solution.
• All transactions for which credit is due must be logged, see Exhibit 2 or 5.
• All requests for credit must be resolved within sixty days of posting of the transaction. Credits must be monitored until received. Failure to do so may result in termination of the card account.
• All credits are to be made in the form of a credit to the card account – Cardholders are NOT to accept refunds by cash or check.
• A copy of a sales draft (sales slip) can be obtained by calling US Bank Customer Service at (800) 344-5696. It may take 3-6 weeks to receive but there is no charge.

Disputes

The following situations may be cause for a dispute:

• Unauthorized charges, including unauthorized phone or mail order charges
• Difference in amount authorized and amount charged
• Duplicate charges
• Transaction which is yours, but you are challenging for other reasons
• Your account has not yet been credited in the general ledger but you have received a credit voucher from the merchant or have been told by the merchant they will issue a credit
• Failure to receive goods
• Returned merchandise
• Unrecognized charges
• Altered charges
• Defective merchandise

Formal written disputes must be filed with US Bank within 60 days of the end of the cycle (25th of the month) in which the transaction appeared.

The dispute form is attached to this Guide, Exhibit 3.The Cardholder's signature is required on a dispute form.The form must be faxed to US Bank at the number listed on the bottom of the form.  Work with your DCA to formally dispute a transaction.

Failure to resolve disputes within sixty days of the end of the card cycle may result in termination of the card account.

Declines

Contact US Bank Customer Service at 1-800-344-5969 for information on why a transaction was declined.

Possible reasons for decline:

• Phone Orders - The merchant has written down the card number and/or expiration date incorrectly.Check the numbers with the merchant.
• The transaction exceeds your daily or per cycle dollar limits or number of transaction limits.Check the number of transactions you have made to determine if you have exceeded your limits.
• The merchant's 4-digit Merchant Category Code (MCC) is one of the University's excluded codes.Ask the merchant for their MCC code. Merchants are assigned one code that sometimes does not reflect all of the types of business they conduct. Contact the PCC to resolve this Merchant Category Code issue.
• If the transmission is down between the merchant and its bank, the transaction will decline.Ask the merchant to try later.Note: If the merchant makes 10 tries, and is declined each time, the card will then decline at any merchant for the remainder of the day.

Departments are the responsible "office of record" forProcurement Card transactions, and all records must be kept on file for five years, or as long as the funding source dictates. See Policy & Procedure Manual 800-75.

Misuse of the Procurement Card will be investigated and may result in cancellation or suspension ofProcurement Card privileges up to and including dismissal and criminal prosecution. If verified, a Violation Warning form, Exhibit 4 must be completed by either Purchasing, Audit & Advisory Services and/or the departmental Financial Officer, signed by the Cardholder and the Financial Officer, and forwarded to the PCC. A determination will then be made as to the future status of the card including: 1) A verbal or written warning; 2) Requirement for additional training; 3) Restitution; or 4) Suspension or termination of Procurement Card privileges. Additionally, any violation of local, state, or Federal laws may carry the additional consequences of prosecution under the law where judicial action may result in one or more of the following: specific fines, imprisonment, litigation costs, and payment of damages. Violations include:

• Personal Purchase
• Cash or Cash Type Transactions
• Split Purchases
• Transactions over Procurement Card delegation
• Failure to Provide Original Documentation within 10 days from purchase date
• Other Prohibited Purchases as listed in Exhibit 1
• Inappropriate use of funds
• Sharing your card or authorizing others to use your card
• Equipment in excess of $1500.00