Procurement Card FAQ

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.

Common Decline Reasons:

Standard Limits

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.

Incorrectly entered information

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.

Billing Address

The billing address does not match the address provided by the cardholder at the point of purchase.

The transaction is coded as fraud by USBank

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:

• Last 4 digits of your employee ID ( in lieu of social security #)
• Zip code and/or  linked to the card

Merchant Category Code (MCC) not approved

The Merchant Category Code (MCC) is not approved for usage on the cardholder's Procurement Card

PayPal

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:

1. Your card is associated with a specific PayPal account, and you're not logging in with that particular account.
2. Your card was associated with a PayPal account that has since been closed.
3. You've linked the card to a PayPal account, but have not yet confirmed it.
4. You've exceeded your card limit with the PayPal system.
5. Your email address is raising a red flag in PayPal's system.
6. Your browser is not accepting cookies. You should clear any existing cookies and try again.

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.

The card has not been activated

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.

• Replacement Procurement Cards are sent from U. S. Bank directly to the cardholder at their UCSD mail code, two weeks before the expiration month. Example: US Bank will send a replacement card out towards the end of second week of May when the cards expiration date is 6/21. 
• Once the new Procurement Card is activated, destroy the expired Procurement Card.
• Unfortunately, the Procurement Card team cannot track the status of replacement cards.
• Contact US Bank, 1-800-344-5696, if you do not receive your new card by the last day of the card's expiration month.
• While working remote during COVID-19 pandemic, cardholder's may contact US Bank to have their replacement card sent to their home address. 

Use these step-by-step instructions to report an Procurement Card that has been lost or stolen.

1. Gather cardholder account information
2. Contact U.S. Bank at (800) 344-5696.
   • Inform the bank representative that your "purchasing card" has been lost or stolen.
3. Contact your Department Administrator (DA) and inform your DA that:
   • Your Procurement Card was lost/ stolen or that unidentified/ fraudulent charges were posted to your account.
   • U.S. Bank was contacted to report the issue.
   • The new Procurement Card will be delivered via mail in 7-10 business days.
   • A new Procurement Card does not need to be requested through Concur.
   • The Procurement Card should not be canceled in Concur.
   • No DA action is required.
4. Complete the Affidavit
   • U.S. Bank may mail you an affidavit, which you must complete and return within the allotted time frame in order to receive credit for the charges.
   • A copy of this affidavit must be uploaded to each fraudulent transaction in Concur.

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.

1. Gather cardholder account information
2. Contact U.S. Bank at (800) 523-9078
   • Inform the bank representative that unidentifiable or fraudulent charges were posted to your "purchasing card."
3. Contact your Department Administrator (DA) and inform your DA that:
   • Your Procurement Card was lost/ stolen or that unidentified/ fraudulent charges were posted to your account.
   • U.S. Bank was contacted to report the issue.
   • The new Procurement Card will be delivered via mail in 3–5 business days.
   • A new Procurement Card does not need to be requested through Concur.
   • The Procurement Card should not be canceled in Concur.
   • No DA action is required.
4. Complete the Affidavit
   • U.S. Bank will mail you an affidavit, which you must complete and return within the allotted time frame in order to receive credit for the charges.
   • A copy of this affidavit must be uploaded to each fraudulent transaction using Concur.

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:

• Billed for a different amount
• Duplicate billing
• Billed for merchandise you never received
• Associated credit not received

Note: The dispute must be reported within 60 days after the date on which the transaction.

1. Contact the Merchant
   • Contact the merchant to discuss the disputed item.
   • If you are unable to resolve the dispute with the merchant, proceed to Step 2.
2. Log into US Bank Access Online
3. Click on Transaction Management followed by Transaction List.
4. Select the transaction at the left (you may have to search the previous billing cycle for the specific transaction to appear).
5. Click on Dispute to initiate the dispute.
6. Follow the prompts and submit the claim. The transaction status should reflect 'D'.
7. U.S. Bank opens and will conduct an investigation, normally within 30 days of filing the dispute.
   • If the resolution is in favor of the cardholder the amount of the disputed charge will be credited back to the account once the investigation is completed.
   • If the resolution is in favor of the merchant the account will continue to be charged for the disputed amount.

Usually.

You can use the Procurement Card to purchase goods from a foreign vendor if the vendor:

• Is not listed in the Restricted Party Screening (RPS) on VisualCompliance.com, to ensure compliance with federal export control regulations. For more information see Restricted Party Screening (RPS)
• Accepts Visa ©
• Does not require a written purchase order document

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:

• Liquor stores
• Airlines
• Rental car agencies
• Hotels
• Restaurants
• Automated teller machines (ATMs)

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:

• KBA - to be updated
• Prior to submitting your request in Concur, ensure to obtain the following to include with your request: 
  • Internal Review Board (IRB) Approval Letter authorizing compensation
  • Internal Review Board (IRB) approved Consent to Act as a Research Subject form
  • Human Subject Procurement Card Addendum
  • Express Card Cardholder Agreement
  • Express Card Cardholder Orientation Completion
  • Cardholder telephone number, Mail Code

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:

• Cardholder's name and last 4 digits of the card
• A valid business purpose of why you are requesting the limit increase
• Is there a contract involved?
• The dollar amount needed to accommodate the purchase
• The date range in which you estimate making the purchase
• A quote or list of goods and services required

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. If approved the Procurement card team will increase the requested limit.

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) the Procurement Card team can troubleshoot the issue once additional information is requested. To request an MCC exception the Procurement Card Department Administrator submit a case to the UC San Diego Services & Support  portal and provide the following:

• The cardholders name and last 4 digits of the card
• A valid business purpose for the MCC request
• If applicable, the dollar amount needed to accommodate the purchase
• Whether this is a permanent or temporary MCC open request
• A quote or list of goods and services required

Any additional information provided will make it easier. Once you have provided this information 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 UC San Diego Services & Support case they submitted.

The Procurement Card team can provide exceptions for these blocked MCCs via the UC San Diego Services & Support portal. 

• Food for student only programmatic events
  • If any outside guest, including the community, nonstudents, faculty, or staff are in attendance this would then be a violation.
  • To reconcile these transactions the attachment must describe the title of the event, the business purpose, and who was in attendance.
• Mail to purchase stamps off campus
• Transportation for a human subject, research, and participant studies
• Ground transportation for with Lyft Ridesharing Partnerships including Lyft Events or Lyft Concierge
• Florists for office decor in welcome areas

Please note that we cannot lift MCC's based off of a vendor name. We must know the exact MC code, if you are declined we can view the code and obtain the MCC that way. However, if you are uncertain your payment will 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.

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:

1. 1. Log into Concur using your Single Sign-On
   2. Create a Request - Permanent Limit Increase
   3. Complete the Procurement Card Permanent Increase Request (PDF) form
   4. Upload the Permanent Increase Request PDF in Attachments
   5. Submit Request

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.

• UC Business and Finance Bulletin BUS-43
• Responsible buying practices
• Purchasing Conduct and Ethics
• FAR Provisions (for federally funded contracts)

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 or
number with any other person. To safeguard against the unauthorized use of the card, all orders placed using a card should be made only by the cardholder. .

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.

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.

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.

Once the Procurement Card has been charged, the purchase cannot be removed. To avoid a violation notification 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:

• Cardholders name
• Last 4 digits of the card number
• Department's response and corrective action
  • Please advise on what the department has done to ensure the cardholder is aware this type of purchase cannot be made with the Procurement Card. Examples include:
    • Letter to cardholder informing them of policy
    • Email to department providing training on restricted purchases
    • Requests for the cardholder to retake UCLearning Cardholder Orientation course
    • Written warning the card is at risk for suspension

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 (PCard), IPPS has developed an interim solution. Please take the following steps to repay the University:

1. Create an expense report in Concur using the Personal/Non-reimbursable expense type for the specific transaction. This will create a credit memo in Oracle indicating that the employee owes funds to the University. You do not need to reconcile a Personal/Non-reimbursable expense type on it’s own expense report, it can be processed with other transactions all on one report. Ensure to SUBMIT the expense report or the credit memo in Oracle will not generate.
   
   
2. Check Oracle for existing Credit Memos:

Oracle Home Dashboard > Click on Invoices (Payables) > Click Tasks on the right and select Manage Invoices > Click “Advanced” to open more search options > Search for Employee Name (Last Name, First Name) under the “Supplier or Party” field > Under “Add Fields” section, add “Invoice Type” as a searchable field then filter by Credit Memo.  Items listed as “Unpaid Amount” indicates amounts to be repaid.

3. Once you have identified the Credit Memo, please submit an electronic Cashiers Deposit Form (or ask your Fund Manager to submit) via Services & Support:  https://support.ucsd.edu/finance?id=sc_cat_item&sys_id=bd017c20dbed9c1006037a131f961917
   
   Please do not print and mail the form.
4. Be sure to complete the Form with the information below.

DEPARTMENT

BUSINESS UNIT – e.g. UCSD Campus

EMAIL/INFO

TAX RATE, RECEIPT DATE, ACCOUNTING DATE – could be skipped; not applicable

ORGANIZATION DETAILS: Enter details of person submitting form

RECEIPT INFORMATION: Only enter in the amount

RECEIPT TYPE: Miscellaneous

Receivables Activity: None

NAME: Name of Individual Sending Check (not necessarily the Concur user/employee cardholder who has a Credit Memo to clear)

DESCRIPTION = “[Employee Name] [Invoice #] [T&E/P-]Card Personal Charge Repayment”

(if multiple invoice numbers, try to fit as much of the Invoice #/Report IDs as possible on the form)

See  https://support.ucsd.edu/finance?id=kb_article_view&sysparm_article=KB0032739&sys_kb_id=087b733a1b183810506f64e8624bcb27 for assistance in finding the Concur Document Number.

5. Because the charge was made on a centrally-billed University Card, it was paid by the University and the transaction resides in the UCSD Travel clearing account. You must complete the following fields and chart string to repay the proper UCSD financial unit.

CHART OF ACCOUNTS INFORMATION field MUST be populated with: 16150.13001.5000051.101063.000.000.000000.0000000.000000.00000.000000.000000

CHECK TOTAL: The amount that is on the check 

TOTAL DEPOSIT: Same amount as check total

6. Write a check payable to UC Regents and send it to the following address (either via USPS or Intracampus mail):

UC San Diego Cashier’s Office

9500 Gilman Drive Mail Code 0009

La Jolla CA, 92093-0009

After taking those steps, IPPS will ensure that the repayment will be applied against the Credit Memo.

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 need assistance with making a payment to the Cashiers Office, please contact the Cashier’s Office directly: https://blink.ucsd.edu/finance/cash/handling/deposit/index.html

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.). 

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 emails through the UC San Diego Services & Support portal for further assistance. Once both approvals are received, the Procurement Card team will gladly provide the requested increase to the Procurement Card.

Gifts and awards including but not limited to:

• Awards
• Cash equivalent awards
• Charitable contributions
• Donor or potential donor gifts
• Door prizes
• Flowers
  • Employee birthdays
  • Weddings
  • Anniversaries
  • Nonretirement farewell gatherings
  • Administrative Professionals' Day (Secretary's Day)
• Gifts, Gift cards, Gift certificates, Gift wrapping
• Inscribed, embroidered, or engraved goods
• Length of services
• Party or event
• Plaques
• Political or campaign contributions
• Prizes
• Raffles
• Retirement
• Recognition
  • Flowers
  • Fruit, candy, or food items
  • Books or similar items
  • Parking permits
  • Transit passes
• Sympathy
• Tickets to sporting, production, or cultural events
• Volunteer gifts

Appropriate types of gifts for non-employees include:

Promotional materials include goods strictly for non employees and organizations outside of UC San Diego

• Must be tangible, personal property (non-cash)
• Cannot exceed $75 per recipient
• Includes the UCSD or University logo
• Examples:
  • T-shirts,
  • caps,
  • pennants,
  • mugs, and
  • pens bearing
• Is not included in a door prize, raffle, or participation incentive

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:

• Building and office alterations, maintenance & repairs
• Lock & key services
  • Electronic access control system
  • Key cutting, rekey door, cabinets, and desks
  • Replace and repair lockset
• Electrical maintenance
• Cleaning services
  • Additional trash, recycling cans, and dumpster
  • Class, Clinic, Exam, and conference rooms
  • Kitchenettes and break rooms, Labs, Offices, Restrooms
• Landscaping
  • Landscaping architecture and design
  • Landscape and hardcopy projects
  • Vegetation management
  • Tree trimming
• Sign fabrication
  • Award and donor recognition plaques
  • Banners, table covers, and digital printing
  • 3 Dimensional signs
  • Dimensional letting on buildings
  • Signage fabricated from acrylic, aluminum, or PVC
  • Creative displays

Only under certain constraints. The conference registration must:

1. Not have any other expense that will be reimbursed in Concur.
2. Not include any additional items in the cost such as lodging, meals, or welcome reception.
3. Be for a student (Non-employee) or a non-employee of UCSD.
4. Accepts credit card as the only payments method and is due within less than 3 weeks.

Reasons these constraints are in place:

1. If the student has a valid employee ID they can be paid through payroll and they can also apply for a Travel and Expense Card. 
2. The Procurement Card program is located in a different department from Travel who has their own set of policies and procedures.
3. Registration outside of the listed constraints above are considered restricted purchase.

Only under these constraints:

1. The training does not have any other expense that will be reimbursed in MyTravel.
2. The training does not include any additional items in the cost such as meals, lodging, or welcome reception.

If items 1 and 2 do not apply the Express Card may be used for the cardholder or on some one else's behalf. As long as the cardholder completes the purchase this is an allowable expense.

Here is a quick list of common purchases related to training:

• Online training, courses, classes, orientations, and certifications
• On Campus training, courses, classes, orientations, and certification
• Membership fees
• Professional dues
• Webinar or Zoom meetings

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.

• As of now we are making exceptions to have goods delivered to a home address. At this time we are requiring    the cardholder and Department Administrator (DA) or the MSO or Department Business Officer to digitally sign the Authorization Form to: Temporarily Allow Goods to be Shipped to a Home Address. You will need to submit this Authorization form to the Procurement Card team for approval via the UC San Diego Services and Support Portal. Once you have received approval the cardholder may use their home address to have items shipped to them.                                                                                                              
• Please ensure that at the time of uploading receipts in Concur, the UC San Diego Services & Support case number is referenced in the comments section of the expense in Concur for every transaction in which goods are shipped to a home address. The signed form does not need to be uploaded in Concur.

• Please note that if you are ordering items on your own Procurement card on behalf of someone else and the items needs to be shipped to that cardholder’s address, this is also temporarily allowed with your approval from the Procurement card team and signed form.

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:

• Enter a business purpose other than receipt, invoice, supplies
  • Sometimes a receipt can easily explain the purchase. A detailed business purpose is still required and will save time in the long run.
  • Here are examples of insufficient business descriptions:
    • Article processing charges
    • Publishing fee
    • Receipt for online publishing
  • Here are examples of detailed business descriptions
    • Acceptable
      • Article publication in the National Academy of Science for Professor XX
    • Better
      • Article publication in the National Academy of Science via Dartmouth Journal Services for Professor XX
    •  Preferred
      
      • Article publication fee in the National Academy of Science via Dartmouth Journal Services for Professor XX. Volume 115. Manuscript Number: 2018XXXXXX
• Include relevant dates, service or membership term, invoice #s (if applicable),
• Spell out acronyms (unless internal to UCSD)
• For supplies: What are they? Why are they needed? Who are they for?
  • All office supplies and lab supplies should have business descriptions
• Subscriptions: Publication title, term of subscription (dates), purpose (e.g., library)
• Conference (local conf. only): Organization name, dates, location & registrant name
• Membership: Organization name, term (dates), for whom

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. Please submit for an exception and to report the violation via the UC San Diego Services & Support portal.

If a receipt cannot be provided by the vendor please notify the Procurement Card team via the UC San Diego Services & Support portal with the following information:

• • Cardholders name
  • Last 4 digits of the card number

Once we have received the above information we will provide the missing receipt declaration via the case and the Procurement Card team will provide approval of this exception to policy.

Please proceed to complete the Missing Receipts Declaration signed by the cardholder supervisor or Business Officer. This Declaration can now be attached in the expense report in lieu of the missing original receipt. Please ensure to include the case # in which you received approval in the comments section of the expense in Concur.

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:

1. Cardholder sees a transaction post in Concur on July 5, 2020
   1. Cardholder creates an Expense Report Titled: July 2020
   2. Cardholder reviews the transaction, adds the Available Expense to the July 2020 Expense Report and attaches receipt(s)
   3. Cardholder clicks Save, but does not click Submit
2. Cardholder sees a second and third transaction post in Concur on July 10, 2020
   1. Cardholder reviews the transactions, adds the Available Expenses to the saved July 2020 Expense Report and attaches receipt(s)
   2. Cardholder clicks Save, but does not click submit
3. Cardholder sees a fourth and fifth transaction post in Concur on July 25, 2020
   1. Cardholder reviews the transactions, adds the Available Expenses to the saved July 2020 Expense Report and attaches receipt(s)
   2. Cardholder clicks Save, but does not click submit
4. Cardholder Login to Concur on July 27, 2020 (the last week of the month), access the saved Expense Report and click “Submit”
5. The Expense report will be routed for approval
6. Approvals should be completed no later than the last day of the month, to ensure the transactions post to the Oracle financial system accordingly

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.   

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.

In the case that a cardholder is terminated or leaves unexpectedly please follow these steps:

Submit a case via the UC San Diego Services & Support portal providing:

• The cardholders full name AND their UC Path Employee ID
• The name of the employee and their UC Path Employee ID in which the previous cardholders transactions need to be transferred to

Once the Procurement Card team has received this case and information, they will be able to log into Concur and transfer any outstanding expenses from the cardholder that left, to the new person’s name that was provided in the case. Once the team has transferred over the expenses to the new person, that individual can log into Concur and will see the transactions listed under available expenses. 

Expenses cannot be transferred over if the cardholder that separated, left those outstanding transactions in an expense report. If the expenses have already been added to an Expense Report, the Delegate will need to go in and delete the expense report. Once the expenses are showing in Available Expenses they can be transferred over to the new person who can now submit those expenses on the previous cardholders behalf.

The only time someone else can submit expense reports on a cardholder’s behalf is when the cardholder has permanently left the University. If a cardholder has transferred to another department, they are still responsible for submitting their expense reports.

Please note: The Procurement Card should be canceled no later than the last day the cardholder has worked. It is the responsibility of the Department Administrator and Cardholder to cancel the card BEFORE the employee has left the University. If any fraudulent transactions come in after the employee has left and the card was not closed, the Department is held liable for those transactions if the bank is not able to reverse those fraudulent transactions. Please ensure the card is canceled in US Bank before requesting to transfer over any transactions to someone else.

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 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.

• If you have any questions on what to enter for the Financial Unit Information, please reach out to your fund manager as we unfortunately are not able to provide that information.

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, and expenditure type for both the credit and the debit.