Procurement Card (P-Card)

Quick Reference Sources

General Information

A. Why Have a P-Card

Cal Poly Corporation uses a variety of methods to purchase goods and services, including petty cash, purchase orders, and direct expenses.

Processing purchase orders is not cost effective for low-dollar value goods and, occasionally, suppliers refuse to accept a purchase order.

The P-Card can be used as an option to existing methods to obtain supplies (goods), and allowable services costing up to $1500 (including tax and shipping), which are not restricted or prohibited. Cardholders are encouraged to use the P-Card for low value purchases in order to achieve cost savings and improve processing time for such items. The P-Card is for
authorized Cal Poly Corporation (CPC) purchases only, and is not for personal use or for purchases belonging to Cal Poly State University or ASI.

B. Applying for a P-Card

Complete an application from our web page at:

http://www.calpolycorporation.org/pcard/

Determine if the P-Card will be for an Individual
Cardholder
or Departmental Cardholder.
If a departmental cardholder is chosen, a
responsible party
must be designated. The responsible party will have the same responsibilities as an individual cardholder, such as allocating transactions and submitting a monthly reconciliation. In addition, (s)he must keep a log of the people in the department who check out the P-Card.
The required template for the departmental log is located on our webpage listed above. The responsible party will also be the contact person in the department regarding all P-Card transactions.

Select an Approving Official. An Approving Official will review and authorize the cardholder’s charges each month and
should be at least one level above the cardholder. A cardholder verifies the purchases, and must get the Approving Official’s signature. The cardholders themselves cannot approve their own charges.

Determine a Monthly Spending Limit.
Generally the cardholder’s Approving Official will determine the spending limit for a cardholder. The spending limit should be set to accommodate your department needs, and can be raised later if needed. The single purchase limit (what can be spent at one time with one merchant) is set at a maximum
of $1,500 for all cardholders. There is a $5,000 limit for each month.

Determine a Default Account. An Org Key and Object Code must be listed as the default account on your card.
Typically the administrative coordinator for your department will know what account to list. All charges on your credit card will be charged to this account, unless they are changed by you before the 25th of each month.

Signatures – The application should have the signatures of the cardholder and the Approving Official.

Training – There will be mandatory training available on LearnerWeb Online Training through your MyCalPoly
portal. Your card will be issued only after the training has been completed.

C. Card Activation

Upon receiving your card, you will receive written instructions on how to activate your card. If you have questions, please email [email protected]. Upon activation, please remember to sign the back of your card and write SEE I.D.
for security reasons.

D. Responsibility

You are responsible for ensuring the credit card is used in accordance with the policies outlined in this handbook and all purchases are in compliance with Cal Poly Corporation P-Card procedures.

Procedures – Cardholder

Security of P-Card

You are responsible for ensuring the credit card is kept in a secure location. If kept in your office, it should be kept out of sight, and locked up when not in use.

B. Documentation of Purchases

You may go to the place of business to obtain the purchase, call and place the order, or order via the Internet. In all cases, you will need an itemized original receipt/invoice. An itemized receipt/invoice consists of the following information:

  • Description of items purchased
  • Quantity purchased
  • Price per item
  • Amount of sales tax and total amount paid
  • Shipping charges, if applicable
  • Name of vendor

If the receipt or invoice you receive is not itemized, you must itemize the purchases in the Description field on the US Bank Cardholder Activity report.

If you receive your invoice by email, include the vendor email and the emailed invoice with your Cardholder Activity report.

If you have lost receipts/invoices, and another invoice cannot be obtained from the vendor, attach the form “Declaration of Missing Evidence” from the CPC website.

NOTE: The P-Card will be revoked due to: misuse, excessive missed deadlines, lost receipts, or excessive transferring amounts to other
accounts.

P-Card original receipts must be kept until the transaction appears on the US Bank Cardholder Activity report and is submitted to the accounting office attached to your activity report.

It is requested that individual receipts/invoices smaller than 8 1/2 x 11″ should be taped to an 8 1/2 x 11″ sheet of paper for scanning purposes and to ensure they are not lost in transit. Do not tape over any numbers or information on the receipt. PLEASE DO NOT STAPLE RECEIPTS TO THE PAPER.

C. Monthly Reconciliation Process for Transactions

At the close of each monthly billing cycle on the 15th of the month, you will receive an email notifying you that your US Bank Cardholder Activity report is available to be viewed online at
https://access.usbank.com .
Paper statements will not be mailed to cardholders. It is the responsibility of each cardholder to review the US Bank Cardholder Activity report online.

If you have problems with logging in to US Bank, email
[email protected].

You will need to review the US Bank Cardholder Activity report for accuracy and reconcile the report with your receipts/invoices.

When reconciling your monthly Cardholder Activity report, you are responsible for: reviewing, updating each item description and accounting, and printing your report. You MUST complete the monthly reconciliation process no later than the 25th of the month (or the following business day if the 25th falls on a weekend). After the 25th of the
month, transactions will not be available to review or update.

Prior to submitting your US Bank Cardholder Activity report for processing, you MUST:

  • Update the Description field for each purchase (do not use item numbers only; provide a description of items purchased).
  • Verify vendor’s name and dollar amount for each transaction.
  • Change Org Key and Object Code if necessary.
  • If your transaction is travel related you must identify: who is traveling; the dates of the trip; and the destination.
  • Print out the US Bank Cardholder Activity report, attach receipts, sign, and send to your Approving Official for signature.
  • Send the US Bank Cardholder Activity report with approvals and receipts to your Cal Poly Corporation Accounting Contact no later than the end of business day of the 25th of the month (or the following business day if the day falls on a weekend).

After the deadline, the transactions will be loaded into IFAS and you will be able to look at them in your BOE reports.

If you wish to dispute an item, please write “DISPUTED” in the Description field on the US Bank Cardholder Activity report, in addition to contacting US Bank customer service at 1-800-344-5696. You are responsible for contacting US Bank on questionable, defective or disputed items, which appear as a transaction on your Cardholder Activity report within 60 days after the date of the report.

Be sure to write on the Cardholder Activity report the date, time, and person you contacted next to the disputed transaction. If items purchased with the P-Card are received defective, it is your responsibility to return the 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 US Bank Dispute Form they send to you, and fax it to US Bank for resolution. Once the dispute has been
resolved, you will be notified by US Bank.

Procedures – Approving Official

The Approving Official is responsible for the following:

  1. Reviewing charges to ensure that purchases are appropriate and any purchase of restricted items are appropriately documented or reimbursed as necessary.
  2. Reviewing the completed Cardholder Activity report to be sure all invoices/receipts are included.
  3. Signing and dating the monthly Cardholder Activity report prepared by the cardholder.

Replacing P-Card

There may be instances where it becomes necessary to replace your P-Card. It will be the cardholder’s responsibility to initiate this process. Follow those instructions below, which apply:

A. Reporting a Lost/Stolen P- Card or Replacement of Worn Out/Defective
Card

When your card is reported lost or stolen, a new card will be issued.
Replacement cards will be mailed to the P-Card Administrator. The program administrator will notify you when your card is ready to be picked up.

If a P-Card needs to be replaced because it is worn out or defective, please email: [email protected] and a new card will be requested for you.

B. Exiting the University or Transferring Departments on Campus

When a Cardholder leaves Cal Poly Corporation or Cal Poly State University their P-Card must be returned to the P-Card Program Administrator.

If a Cardholder transfers to another department, the P-Card Program Administrator must be notified in writing in order to update the Cardholder and Approving Official information. A change in the Approving Official requires that a P-Card Change Form be completed and submitted by email to
[email protected].

Raising Limits

A. Monthly Limit

If you find your monthly dollar limit needs to be increased, please fill out an Exception Request form, which can be found on the P-Card website and return the signed copy to the P-Card Administrator.
Increases are effective immediately after they are entered into the US Bank system. An email will be sent confirming the increase has been completed.

B. Single Purchase Limit

In certain situations, a temporary increase to a cardholder’s single purchase limit may be granted. On a case-by-case basis, requests for increases are evaluated by the P-Card Program Administrator. To request an increase, fill out an Exception Request form, which can be found on the P-Card website and
outline the specific situation surrounding this particular purchase, why they feel such an increase is needed, and the dollar amount requested. An email will be sent to the Approving Official and Cardholder either granting
or denying the request. If the request is granted, the single purchase limit increase will only be effective for a 10-day period and then will return to the prior amount up to $1,500.

Allowed and Disallowed Purchases

Below is a list of Allowed and Disallowed purchases. Items allowed below may not be permitted on Sponsored Programs funds, please consult the Sponsored Programs office for confirmation if necessary.

A. Allowed Purchases

  • Advertising with proper Public Affairs approval
  • Flowers
  • Inventory where appropriate
  • Off Campus equipment repairs
  • Postage
  • Duplication & Printing from CPSU Partner Vendors
    http://www.afd.calpoly.edu/cprm/printing.asp?pid=2
  • Professional dues and memberships
  • Services (professional/contract labor/etc.)
  • Subscriptions and magazines
  • Supplies and materials not otherwise prohibited
    • Purchases of office products available from within Cal Poly, the University Store, or Office Max should be considered first.
  • Hospitality
    • Requirements for Hospitality P-Card Charges:
      • Original Receipts
      • Purpose of Hosting
      • List of attendees
      • Adherence of the Hospitality Policy
    • The Hospitality Policy can be found 
      here

Travel-Related Transactions

  • Hotel Room & Internet charges only
  • Transportation
  • Conference registration
  • Parking
  • Gasoline for rental or state vehicles
  • Not allowed:
    • Meals
    • Gasoline for personal vehicles

B. Disallowed Purchases

The use of the P-Card is strictly prohibited for the following:

  • Alcoholic beverages
  • Animals
  • Cash advances
  • Clothing/uniforms
  • Equipment requiring Fixed Asset Tracking (will have to identify further)
  • Food purchases as outlined in the Campus Food Services Policy are not allowable purchases on P-Card
  • Gasoline for personal vehicles
  • Hazardous material
  • Honorariums
  • Items disallowed by the Purchasing Policy
    • Conflict of interest
    • Guns and ammunition
    • Illegal substances
    • Personal Expenses- If your card is accidentally used for a personal purchase; you must reimburse the charge through your CPC liaison with a written explanation. Attach your check and letter of
      explanation to your US Bank Cardholder Activity report. If excessive instances of personal purchases occur, your card will be revoked for misuse
    • Other disallowable expenses
  • Leases and maintenance agreements or any purchase requiring a signed contract
  • Raffle/prizes/gifts
  • Restricted by Grants & Contracts
  • Software that requires a signed license/maintenance agreements
  • Splitting purchases to circumvent policy
  • Trademark or logo purchase as outlined by CPSU Trademark & Licensing program
  • Tuition

This list is not comprehensive but lists typical disallowed purchases.
Any questionable purchase should be reviewed in advance by your CPC Business Office liaison or the procurement card administrator.

Rebates & Purchase Promotions

Receiving personal compensation including direct or indirect gratuities, commissions, gifts, rebates, refunds or other type of compensation for placing a purchase with a vendor or contractor using Corporation funds is strictly prohibited.

Gifts and/or bonus items (i.e. BBQ utensils, books,
etc.) should be turned over to the State University surplus department. The sales of the item should be credited back to the account that was expensed for the original purchase.

Rebates/Refunds: If a rebate or refund is associated
with a Corporation P-Card transaction, it is the Cardholder’s responsibility to deposit the full amount of the rebate/refund with a Deposit Form submitted to the Corporation Business Office cashiers. The account that expensed the original purchase is the account that should be credited the
full amount of the rebate/refund. In addition, any gift card received as a result of a P-Card purchase should be used for University purposes.

Resources

In order to view Access Online web pages as they were designed, please use Internet Explorer; do not use Mozilla Firefox. You should also make sure you have the latest version of Adobe Acrobat installed or you may not be able to view some reports.

A. Access Online Functions:

  • Verify monthly limit
  • Print out P-Card Cardholder Activity report
  • Review current transactions in “real” time
  • Update Org Key-Object Code and item description
  • Review current balance and available credit remaining for the month
  • View current and past transaction periods
  • Review pending and declined authorizations
  • Dispute a transaction

B. Accounting Issues

Please note the reconciliation process MUST be completed in US Bank Access Online no later than the 25th of each month.

C. P-Card Travel Guidelines

All travel expenses can be purchased on P-Card with the exception of meals, fuel for personal vehicle and hospitality. Traveler must comply with CPC Travel Guidelines.

Advances – Travel Related Purchases Prior to Travel

  • A Travel Request must be on file at CPC.
  • Any purchases including conference registration that is made prior to travel is considered an Advance. Card holder will enter purchases on a log. A copy of the log will be sent to CPC Travel Desk. The log will contain a brief description of charges, travelers name, travel dates and destination.
  • Advances will be coded to: XXXXX-198100.
  • Advances must be cleared within 10 days after completion of travel.
    A Travel Claim will be submitted to clear the advance. A copy of the log showing all travel-related charges will be included with the Travel Claim.

Purchase – Any Travel Related Purchase While Traveling

  • Any travel related purchases made while traveling will be included on the Travel Claim. A copy of the log will be attached to the Travel Claim. The log will contain the following information: name of traveler,
    dates of travel and destination.
  • All purchases will be coded to XXXXX-198100.

Travel-Related Transactions Allowed

  • Hotel Room & Internet – charges only
  • Transportation
  • Conference registration
  • Parking
  • Gasoline for rental cars only
  • Not allowed:
    • Meals