The Procurement Card Team is offering virtual instructor led training once a quarter from 1:30 - 4 p.m. Register for the Procurement Card Program training at UC Learning. We currently have dates available through November 2022.
We also provide office hours for individual questions every Wednesday from 9-10 a.m. Visit our office hours page. Scroll down to Procure to Pay & Travel and Expense and click the Zoom Link to the right.
Your Procurement Card purchase might be declined at the point of sale even if a merchant accepts the Procurement Card (Visa card). USBank utilizes specific mechanisms that trigger a decline on Procurement Cards to protect the cardholder, the merchant, and UCSD.
If your Procurement Card is declined:
The first step is always to contact U.S. Bank at (800) 344-5696 and request the decline reason. Once the decline reason is provided, contact the Procurement Card team to troubleshoot specific issues such as limits and opening vendor codes.
The purchase exceeds the allowed amount: A purchase cannot exceed the maximum single purchase limit of $4,999 maximum transaction amount. This maximum includes charges for tax, freight, and handling. Cumulative purchases cannot exceed the maximum cycle limit of $20,000.
The account number has been transposed: A transaction will be declined if either the cardholder or merchant transposes the card account number while completing the transaction. If a card is declined, verify the account number with the merchant in case this error has occurred.
The billing address does not match the address provided by the cardholder at the point of purchase.
Transactions often fall within USBank’s fraud parameters. For declined transaction reason, please contact U.S. Bank at (800) 344-5696 and request the decline reason.
When calling US Bank please be prepared to provide the following:
The Merchant Category Code (MCC) is not approved for usage on the cardholder's Procurement Card
If you find your Procurement Card is not being accepted with a message such as "The card you entered cannot be used for this payment. Please enter a different credit or debit card number." it might be due to one of the following reasons:
The Procurement Card team nor USBank can provide assistance for the above items. The cardholder must contact PayPal directly for assistance. The PayPal customer service number is 1 (402) 935-2050 for purchases made through their service.
A transaction will be declined if the cardholder has not activated a newly assigned or renewed card. See How to Become a Cardholder for additional information.
USBank will automatically terminate an Procurement Card after 24 consecutive months of inactivity or the card has not been activated within 30 days of its arrival.
If you are a cardholder you may receive an email reminding you to activate your Procurement Card. If you receive an email activate the Procurement Card immediately. If the card is not activated within the next 30 days the card will be canceled without further notice.
If your Procurement Card was canceled due to inactivity, we will not reactivate it unless there is a predetermined upcoming change in future card usage. Consistent with UCOP policy and US Bank recommendations we realize that inactive cards pose a financial risk and have agreed to cancel an Procurement Card due to consistent usage, without notice.
The standard cycle limit on all Procurement Cards is $20,000 and the cycle runs from the 16th of the month to the 15th of the month.
As an Procurement Card cardholders, you can complete the online self-registration process for U.S. Bank by following these instructions from the How to Become a Cardholder Section and U.S. Bank Access Online Section
This will allow you to create your own Access Online User ID with access to your card account's profile information, reporting, and electronic statements.
Procurement Cards expire every four years on the last day of the expiration month and are good through the last day of the month in which they expire. Example: A card with an expiration date of 06/21 will expire on June 30, 2021.
The Procurement Card cardholder is the only entity authorized to contact the USBank for a lost card, stolen card, unidentified, fraudulent, or inaccurate charges.
It is the responsibility of the DA to ensure the cardholder submits the card cancel request in Concur prior to the cardholder leaving, retiring, or transferring. If the cardholder has separated from UCSD and can no longer submit a card cancel request in Concur, the DA MUST contact the Procurement Card team via the UC San Diego Services & Support Portal to submit a case to cancel the card on their behalf. If an unidentified, fraudulent, or inaccurate charge appears after the separation, please notify the Procurement Card team via UC San Diego Services & Support portal.
Use these step-by-step instructions to report an Procurement Card that has been lost or stolen.
Note: The DA assumes all responsibilities for transactions that occur after an employee has separated i.e.: completing and signing the affidavit on behalf of the cardholder.
Note: The DA assumes all responsibilities for transactions that occur after an employee has separated i.e.: completing and signing the affidavit on behalf of the cardholder.
Things to Note:
You do not need to create a separate expense report for a fraudulent charge, it can be included with other expenses.
You do not need to wait for a fraudulent credit to come into Concur, you can reconcile the fraudulent charge as is.
Fraudulent transactions or fraudulent credits cannot be removed/deleted from Concur. Once they are listed under available expenses, they must be reconciled.
Each cardholder is responsible for promptly resolving all disputed transactions with the issuing bank and the merchant. The cardholder remains responsible for pursuing the matter to resolution.
The cardholder can file a dispute with a U.S. Bank Customer Service Representative at 800-344-5696. A cardholder can also file a dispute online with U.S. Bank Access Online. The cardholder's Procurement Card must be registered with Access Online. Common problems include:
Note: The dispute must be reported within 60 days after the date on which the transaction.
Usually.
You can use the Procurement Card to purchase goods from a foreign vendor if the vendor:
Common foreign purchases include software programs downloaded electronically, publications, and reprints.
Foreign purchases that cannot be obtained with the Procurement Card include those that require duty papers or that are shipped FOB Origin. A professional buyer must coordinate these types of purchases.
Some supplier types are restricted and automatically excluded from the Procurement Card. Restricted suppliers include but are not limited to:
Integrated Pay to Procure Solutions has specific guidelines for University faculty and staff in determining the appropriate method of payment for common, routine purchases. While some items are restricted the Procurement Card is the preferred method for many purchases.
Gift cards for clinical trials can be purchased using a Human Subject Procurement Card (HSPC)
To request a Human Subject Procurement Cards please submit your request in Concur.
When a Procurement Card credit limit or single purchase limit increase is being requested, you may submit this request in Concur. Prior to submitting your request please ensure you have gathered the following to include in your Concur request:
Any additional information provided will make it easier. Once you have submitted your request in Concur. It will be routed for approval to your Department Administrator (DA) and then to your Financial Unit (FinUnit) approver before it reaches the Procurement Card team for review. Your request will be reviewed within 48 hours.
Note: If the limit increase request is larger than normal please keep in mind there should be higher levels of accountability to reduce your department's liability. Please ensure the Common Purchases page is reviewed, no purchases are made from the restricted items list, no contracts are required or signed, and attachments are appropriately uploaded within the redistribution period. If it is a questionable purchase please reach out to us first to ensure your department’s Procurement Cards are not put at risk of suspension or closure.
*For further guidance on how to submit this request in Concur, please visit this Knowledge Base Article for step by step instructions.
If the Procurement Card was declined please have the cardholder reach out to USBank at 1-800-523-9078.
If the decline reason is due to a blocked Merchant Category Code (MCC) you can request for the Procurement Card team to lift the MCC in Concur. To request an MCC exception the Procurement Card cardholder or cardholder delegate can submit a request in Concur. Prior to submitting your request please ensure you have gathered the following to include in your Concur request:
Any additional information provided will make it easier. Once you have provided this information in your Concur request we can review your Procurement Card MCC request. If approved, the exception will be applied immediately and the user will be notified of the MCC exception approval via the Concur request they submitted.
Visit this KBA for step by step instructions on how to submit a Procurement Card MCC Request Card Action.
The Procurement Card team can provide exceptions for these blocked
Please note that we cannot lift MCCs based off of a vendor name. We must know the exact Merchant Category Code, if you are declined we can view the code and obtain the MCC that way. If you are uncertain your payment will not go through to a certain payee due to the type of transaction, we cannot lift the MCC ahead of time by the merchant name. The cardholder will need to make the purchase, if it is declined then we can go ahead and obtain the MCC from the declined transaction.
For any exception made by the Procurement Card Team, you will need to reference your Concur Request ID or Services & Support ticket # in the business purpose of your expense when reconciling. You will reference the approval in Concur, every time you make a purchase that you received an exception for.
Integrated Procure to Pay Solution (IPPS) can provide an exception to permanently increase the credit limit or single purchase limit on a Procurement Card. To request a permanent limit increase, please log into Concur and submit a Permanent Limit Increase Request. You will be asked to provide the following:
It can take up to 30 days for a permanent limit increase request to be approved. While it is being reviewed, the Procurement Card team can place a temporary limit increase for the time being.
For further guidance on how to submit this request in Concur, please visit this Knowledge Base Article for step by step instructions.
With prior approval.
Procurement Cards shall be issued only to University faculty and staff. Any exceptions must be approved by the campus Controller. Upon approval, these individuals must complete the same training required as University employees, prior to receiving a procurement card or assuming their role.
No.
A department or business unit may not issue a single procurement card for use by multiple employees. Purchasing cards may be issued to employees, if the use thereof is supported by a specific business need and guidelines for use are implemented.
The individual whose name appears on a card is responsible for protecting that card and is accountable for all purchases made using that card number. The cardholder may not share their procurement card
Before issuance of a card, each cardholder shall be required to sign a statement acknowledging receipt of the card and agreeing to be bound by the terms and conditions of University procurement card use.
No.
This answer is based on BFS-BUS-43 (PDF): In order to ensure that the verification of expenditures is an entirely independent process, this person should not be the subordinate of any procurement cardholder.
To ensure proper separation of duties, different personnel must be assigned different roles within the Procurement Card program.
Special exceptions can be made for small departments. They must confirm the number of staff in the employees in the department and agree to frequent random audits to ensure the quality of work is consistent.
The limit is set at $4,999 as a safeguard against cardholders attempting to purchase items that would fall under inventorial equipment (i.e. $5k and above - should go through PO process, to be capitalized, depreciated, etc.).
Once the Procurement Card has been charged, the purchase cannot be removed. To avoid a violation against the cardholder, the department administrator and the cardholder should seek a refund from the supplier as the initial corrective action item.
If a refund cannot be provided please notify the Procurement Card team via the UC San Diego Services & Support portal with the following information:
The department can also choose to cancel the card if they believe this was intentional or request corrective action from the cardholder.
In a situation where an employee needs to pay the University back for a personal/non-reimbursable charge incurred on a Procurement Card, please visit this KBA for a detailed step by step procedures guide on how to reconcile this expense type.
We ask that if a personal purchase has been accidentally made on the Procurement Card, please do not make a direct payment to US Bank as payments should never be made to US Bank by a Cardholder or Department.
If you are taking a leave of absence for more than 30 days (IE: maternity, personal, medical) you should ensure your card is locked up or with you in a safe place. Submit a request in Concur to have your card limits lowered before you leave on your leave of absence. Once you return, you will submit a request in Concur to have your card limits re-instated. If you have recurring transactions set up on your Procurement Card, they will need to be moved to another card holder if you will be on leave for more than 30 days. As a reminder, your card should never be used by anyone else.
We highly encourage that if a department knows a cardholder is leaving or retiring, that the cardholder needs to reconcile and submit all expenses in an expense report PRIOR to them leaving/retiring. The card should also not be used or have ANY reoccurring transactions come through after the cardholder has left.
If the cardholder had Delegation of Authority on their Procurement Card Concur profile, prior to them separating, any Delegate can act on behalf of the cardholder and create or submit expense reports on the separated cardholders behalf.
In the case that a cardholder is terminated, leaves unexpectedly, and does NOT have Delegation of Authority on their Procurement Card profile, the cardholder's Concur profile can be transferred to someone else within the department. The employee that takes on the that card profile should be someone who is familiar with Procurement Card reconciliation's and Procurement Card policy.
Please follow these steps:
Submit a case via the UC San Diego Services & Support portal providing:
Once the Procurement Card team has received the case, they will transfer the card profile. Then the employee that took the card profile on can log into their own Concur profile and will see transferred transactions listed under Available Expenses.
Expenses cannot be transferred over if they are assigned to an expense report. If the transactions in Concur have already been added to an Expense Report, a Delegate will need to go in and delete the expense report(s). Once the transactions are showing in the separated cardholder's, Available Expenses in Concur, they can be transferred over to the employee you have requested.
Once the transfer of the profile has been completed by the Procurement Card team, the new owner of those Procurement Card transactions will be able to log into their own Concur profile and see all of the transactions for the separated cardholder, under Available Expenses.
Things to Note:
When a Department Administrator leaves or transfers, the department needs to submit a ticket to the Procurement Card team in Services and Support with the following information:
OR
The Procurement Card Team now has reporting in Concur that allows them to:
The Procurement Card Team can also run reporting in US Bank by mail code. If the cardholder's are current with their mail codes on their US Bank card profile, the P-card team can run a query that provides a list of cardholder names by mail code.
*Please note that a Concur Approval Role Request will NOT remove or transfer cardholders. The concur approval role request is only one part of a two step process. Approver Role Requests grant you authority to be selected in the approval flows in requests but does not assign you cardholders. You do not become a DA until you have you been assigned cardholders in Concur by the Procurement Card team. This is a two step process, please visit Program Roles on How to Become a Department Administrator for detailed information on this process.
The standard answer is no but...
increasing the Procurement Card limit for certain purchases can be approved. Prior to purchase, approval is required if the purchase is for one piece of equipment with a cost of over $4,999. Please contact a commodity Strategic Procurement Buyer and Campus Asset Management System aka (CAMS) for approval
Forward both approval
Gifts and awards including but not limited to:
Appropriate types of gifts for non-employees include:
Promotional materials include goods strictly for
Facilities Management services many functions including building and landscape services, fleet services, production management, customer service and maintenance requests, project management, and sustainability. Here is a list Facilities Management Services:
Only under certain constraints. The conference registration must:
Reasons these constraints are in place:
Only under these constraints:
If items 1 and 2 do not apply the Procurement Card may be used for the cardholder or on
Here is a quick list of common purchases related to training:
No. US Bank is provided your UCSD employee ID.
*Please note that in July 2020 UC Path provided all UCSD employee’s brand new ID’s. Please navigate to the UC Path Portal login page at https://ucpath.universityofcalifornia.edu page and sign in using your active directory. Once you have logged in you can view your new employee ID on the top left corner.
No. Amazon Business within Marketplace provides unlimited Free Prime Shipping on all qualified orders. And provides additional benefits for using Amazon within Marketplace as a punch-out supplier.
But great news! Shoppers who access the Amazon Business punch-out feature in Marketplace are automatically registered into receiving Amazon benefits.
Log into Concur using your Single Sign-On. Click on the Requests module at the top of the screen. This will take you to the Requests module homepage. Within the request module you will have the option to close/cancel a card, submit a name change, and submit a mail code change.
*For further guidance on how to submit this request in Concur, please visit this Knowledge Base Article for step by step instructions.
As many details as possible!
When adding a comment when you are expensing a transaction in Concur please remember to enter the following items when applicable:
The cardholder must contact the supplier to request a receipt.
We can provide an exception to policy but this is considered a violation that will be noted against the cardholder and by association Department Administrator and Department.
If a receipt cannot be provided by the vendor the cardholder will need to use the Receipt Declaration feature in Concur. Submitting a Services and Support Case to obtain approval and a Receipt Declaration is no longer required.
To access the Receipt Declaration in Concur, the cardholder will log into Concur, navigate to Expense, create an expense report, and add the transaction to an expense report.
Once the transaction has been added to an expense report, transactions that require a receipt will have a red receipt icon, under the receipt field.
The red receipt icon is red and has a picture of a piece of paper with a paperclip on it.
The cardholder will click on the red receipt icon and a new pop up window will open.
“A receipt is required for this expense. If you are missing your receipt please use this missing receipt affidavit. To create a Missing Receipt Declaration, select the expenses(s) below that require a receipt. Please ensure you have done everything to contact the vendor/supplier for a copy of your receipt. By selecting the missing receipt option, you will be subject to a Missing Receipt Policy Violation in accordance with BFB-BUS-43 Purchases of Goods and Services; Supply Chain Management. The Policy Violation will not interrupt the use of your card. However, too many policy violations on your card profile can lead to loss of your Procurement Card privileges."
Will allow you to select the expenses that require a receipt. The Missing Receipt Declaration is only available for expenses where the red receipt icon shows.
“Acceptance: I certify that I lost my receipt and this is a valid business expense. By clicking Accept & Create, I acknowledge that my Procurement Card profile will be documented with a Missing Receipt Policy Violation. If submitting an Expense Report on behalf of a cardholder who has separated from the University, the submitter is responsible for confirming this is a valid business expense.”
Once the cardholder has clicked Accept & Create, the receipt portion of that transaction will be fulfilled.
Please Note: The red receipt icon is visible to all, but only cardholder’s can open the icon and create a Missing Receipt Declaration. Even if a delegate has a delegation of authority on their profile, the cardholder must still be the one to create the Receipt Declaration. A delegate can still create an expense report and if delegation of authority is in place, the delegate can still submit the expense report. If there is a missing receipt, the CARDHOLDER will have to go into the expense report created by the delegate, and Accept and Create the Receipt Declaration.
NO.
Unfortunately, Concur requires individual receipts to be uploaded to each individual expense.
Use tax will be calculated once the expense report is in Oracle based on the Sales Tax paid, tax exempt code, or ship to zip code entered in Concur. Use tax is not captured in Concur so you won't see any use tax calculated in Concur.
Procurement card transactions will use OneSource in Oracle to calculate use tax based on what was entered in Concur (Expense Type, Sales Tax paid, tax exempt code, and ship to zip code).
The application OneSource is now working correctly and use tax will be assessed (and charged to the department) for the applicable P-Card transactions from July 1 to present.
Please note that since we have fully transitioned into Concur, the previously used Use Tax Correction form will no longer be applicable.
We advise creation/submission of Expense Reports should be monthly. We are requesting that cardholders reconcile transactions in the month the charge to the card was made (i.e. the same month the transaction becomes an Available Expense in Concur).
Please be aware that you are not required to submit an Expense Report for every individual transaction. It is recommended that cardholders combine multiple transactions onto one Expense Report. A cardholder can create an Expense Report, but not click submit. That Expense report will be saved in Concur. As the cardholder receives transactions in Concur, the Cardholder should continue to review, upload receipts, and add those transactions onto that saved Expense Report. During the last week of the month, the Cardholder would click “Submit” to route one Expense Report containing all transactions taking place during the month for approval.
An example is as follows:
The goal is to capture the majority of transactions during the month they are generated. Please ensure to account for the time needed for the Expense Report to be routed for approval by your Financial Unit Approver.
The Expense Type field in Concur is used to indicate the nature of the Expense. The Expense Type will prompt form fields for the user to input required information regarding the expense as it pertains to the respective policy.
The Expenditure Type field is a Chart of Accounts term that replaces the legacy Account Codes. The Expenditure Type is part of the POETAF string. When a Project and Task are entered, an Expenditure Type must also be entered. These values are used to report certain tax information to the financial system. Please see this link for a list of all the Expenditure Types and speak with your fund manager if you are unsure which value to enter for this field. Please visit this Knowledge Base Article to see an example of this.
UC San Diego’s new Chart of Accounts (COA) structure extends the elements of the UC Common Chart of Accounts (CCoA). The UC San Diego COA consists of twelve segments. Each segment contains values of a defined length and all segments are required for transactions performed in Oracle Financial's Cloud (OFC), even when segments have zero values- e.g., InterEnity, Future 1 & 2 must have zero values.
The Chart of Accounts User Guide serves as a reference document for users inputting financial transactions into Oracle Financial's Cloud (OFC) to select the correct accounting string for their transactions. The nine major COA segments used in OFC are detailed in the Chart of Accounts User Guide: https://blink.ucsd.edu/_files/finance-tab/budget_finance/coa%20user%20guide.pdfThe Financial Unit approver is anyone who oversees use of the Chart of Accounts string attached to a made transaction. Chart of Accounts or COA is what was formerly known as account indexes.
Q: Is it possible for one expense report in Concur, to include multiple transactions that require approval from different Financial Unit approvers?
A: Yes. The expense report can be routed to multiple Financial Unit Approvers within one expense report. When one of the multiple Fin-u approvers that’s been assigned receives the expense report, they will see all expenses listed, not just the one they were assigned to approve. The Fin-u approvers only need to review for their Fin-U and not the entire report of the other listed expenses. Once all Fin-U approvers have approved their expense(s) then it would be routed to the final approver. The expense report will not be sent to Oracle until the other Fin-U approvers have approved their part of the expense report. In short, Fin-U’s have visibility to all expenses but only can approve what they were assigned to.
Allocating is when a transaction is being expensed to two different (or multiple) financial units. Which means you are taking one expense and charging it to different places on the ledger.
Itemizing is when a transaction is being expensed to two different (or multiple expense types). So you are taking an expense and breaking it into different types of expense but still charge all of it to one place.
Once a transaction has been processed on your Procurement Card it cannot be reversed or deleted from your Concur profile. If you receive a refund, you will see two transactions on your concur profile. The first will be the debit and the second will be the credit ( if the merchant refunded you). You do not have to wait to for the credit to appear to reconcile the debit (original transaction). You will reconcile a debit or credit transaction on your normal monthly expense report as you would any other transaction. You will use the same COA, project, task, expenditure type, and receipt for both the credit and the debit.
The Procurement Card Expense Aging Report is a report generated in Concur. The Procurement Card team sends it out via email on the first Thursday of every month to cardholder's, their Department Administrators, and Financial Unit Approvers.
The report identifies transactions that have yet to be expensed in Concur. These are transactions that are received by the Cardholder after making a purchase. The report breakouts transactions that are 30 days, 31-60 days, 61-90 days and >90 days overdue. Although broken out by date ranges, all transactions not expensed beyond the 30 days date range are considered as aging.
The report identifies statuses within the Approvals Status Column:
A cardholder will be on this report if they have expenses/expense reports with any of the status's above.
To check the status of your expense report, log into Concur, click on expense, navigate to active reports, click on the drop down arrow, select a date range. You will now see all expense reports for the range you selected and the status of the report will display in the 2nd column.
A cardholder or DA will not receive the Procurement Card Expense Aging Report if they do not have outstanding transactions over 31 days.