The UCorp Procurement Card (PCard) Program is designed to provide a simplified method for end-users to procure small-dollar-amount purchases of authorized commodities and services through use of a specialized credt card. This method distributes procurement authority throughout UCorp. UCorp adheres closely to SF State's guidelines, which have established the minimum standards for use of the UCorp PCard to ensure that appropriate safeguards are in place.
Obtaining a Procurement Card
- New Procurement Card Requests
- Replacing a Lost, Stolen, or Damaged Procurement Card
- Closing a Procurement Card Account
Authorized Use of a Procurement Card
- Shipping Requirements
- Authorized Purchases
- Unauthorized Purchases
- Procurement Card Revocation
Monthly Procurement Card Reports
- Cardholder Responsibilities
- Approving Official Responsibilities
- UCorp Administrative Responsibilities
Obtaining a Procurement Card
- Read, complete, and sign the UCorp Procurement Card Program Agreement and CFS Access Request form. The form must have signature from an Approving Official. The Approving Official my be the UCorp project director of the associated fund or, if the applicant is the UCorp project director, their dean or vice president. The completed form should be submitted to the UCorp main office in ADM 361.
- You will receive notification from the UCorp offices once your application is approved. Completion of the UCorp Procurement Card Training Program is required prior to issuance of the PCard.
- Make an appointment with Anthony Victoria to retrieve your procurement card from the UCorp main offices in ADM 361. A photo ID card is required for release of the PCard.
Lost or Stolen Cards
- Cardholder must immediately report lost or stolen card to US Bank by calling 1-800-344-5696.
- Cardholder must immediately notify Approving Official of lost or stolen card.
- Cardholder or Approving Official must contact UCorp via phone, and follow up with an email.
- UCorp will contact US Bank to have a replacement card issued. Cardholder will be notified when replacement card is available to pick up from the UCorp main office in ADM 361. A photo ID will be required for teh release of the procurement card.
Damaged or Defected Cards
- Approving Official must submit an email or written memo to UCorp requesting a replacement procurement card. The defective, damaged, or worn condition of the card must be stated as the reason for a replacement request in the memo.
- UCorp will contact US Bank to have a replacement card issued. Cardholder will be notified when replacement card is available to pick up from the UCorp main office in ADM 361.
- Cardholder will need to return the damaged card in exchange for for the replacement card. A photo ID will be required for the release of the card.
- Cardholders who leave employment from SF State or UCorp, or leaves the department to which the UCorp procurement card is associated, must return their UCorp PCard to UCorp. The department may submit a new PCard request to have a PCard issued to a different, current employee.
- Cardholders may request to have a PCard account closed by returning the card to UCorp. If the card has been destroyed, the remnants of the PCard must be returned for account closure.
- Upon receipt of the PCard, UCorp will deactivate the card account in the US Bank system.
Authorized Use of a Procurement Card
Items purchased with the UCorp procurement card must be shipped/delivered to an SF State campus or UCorp business location. The Cardholder may request for a one-time exception, see "exceptions" for request instructions.
All purchases made with the UCorp procurement card must be made in accordance with established UCorp and University policy and must be for expenses associated with official SF State or UCopr business only.
Purchase of any of the items listed below may result in the immediate revocation of individual Cardholder privileges, if UCorp PCard procedures are not followed. Cardholders shall be help personally responsible for any fraudulent or personal use of the UCorp procurement card. Any expenses determined to be of a personal nature must be reimbursed to UCorp by the Cardholder and may result in revocation of PCard privileges.
Prohibited Transactions- items listed below cannot be purchased with the UCorp procurement card:
- Cash advances, money orders, wire transfers
- Cell phones
- Construction/ modifications/ special repairs
- Entertainment (see "Restricted Purchases")
- Explosives, firearms/ ammunition
- Hazardous chemicals/ materials
- Lease rentals
- Narcotics and other controlled substances
- Services performed on University premises
- Splitting purchases to circumvent the transaction limit
- Tuition and/or student fees for all colleges and universities- inclusive of entrance exam fees, placement test fees, GRE, graduation applications, etc.
- Travel/ transportation (including hotels, motels, lodging)
- Personal purchases and/ or purchases deemed to constitute a conflict of interest
Restricted Transactions- all restricted transactions require approval as stated prior to purchase:
- Entertainment: purchases such as tickets to theater, sporting, or musical events may be purchased under certain circumstances. This usually must involve a programmatic event, sponsored by SF State or UCorp. Prior approval from Approving Official and UCorp required.
- Medical Supplies (such as safety goggles, medical tools, blood plasma, etc.) may be charged for departmental or instructional use, provided written authorization signed by the dean is on file with UCorp prior to such purchases being made. The authorization is Cardholder-specific; only Cardholders listed by name in the authorization document may complete such purchases.
- Prescription Medication may be charged by Student Health Services only and must be authorized in writing by the Director of Student Health Services on a per-transaction basis.
- Food and beverage items may only be purchased for instructional use (lab experiments, etc.) or for an even hosted by SF State or UCorp. For events hosted by SF State or UCorp, the Cardholder should contact UCorp in advance of purchase to obtain pre-authorization. The event should be prominently noted on the monthly expense report. Depending on the reason for the purchase, a Hospitality Request for Reimbursement form may be required along with the monthly expense report.
- Hospitality expenses, including gifts and give-away items for promotional purposed may only be purchased after approval is obtained by both the Approving Official and UCorp. A Hospitality Request for Reimbursement form will be required along with the monthly expense report.
- Flowers and plants may be purchased for landscaping purposes, campus graduation ceremonies, and hospitality purposes such as sympathy gifts. Such transactions require submission of a Hospitality Request for Reimbursement form along with the monthly expense report.
- Furniture or equipment costing over $1000 must be reported to UCorp.
- Internet and/ or telephone monthly charges for individual UCorp or SF State employees may be paid using the UCorp procurement card as long as a copy of the approved HE P230 (Telecommuting Program Agreement) accompanies the invoice and monthly expense report.
- Nursery stock may be purchased for campus landscaping only.
- Service-related purchases, up to the UCorp Cardholder's assigned single transaction limit are allowed if the services are not performed on SF State premises (examples: vehicle repairs, equipment repaired at vendor's place of business, printing services, background checks, translation services, etc.). Services performed on SF State property require advance approval and proof of adequate insurance must be on file.
- Vehicle and equipment maintenance for SF State or UCorp vehicles and equipment. Vendors providing or performing services on SF State premises must have prior approval from UCorp and a valid certificate of insurance on file. Cardholder must obtain three quotes for repair costs exceeding $1,000.
- Vehicle fuel may only be purchased for the Questuary and/or Salty Dog boats at the Romberg Tiberon Center.
- Rentals are limited to equipment and other required incidentals. Car rentals, housing rentals, and office space rentals are prohibited.
All requests for exception must be approved by UCorp prior to any purchase or transaction. Requests must be submitted in writing (email is acceptable) to Anthony Victoria, and must include a full explanation as to why the exception is necessary. The request for exception myst be signed by the Cardholder's Approving Official. UCorp management will consider, on a per-transaction basis, exceptions in the following categories:
- increase in monthly UCorp procurement card limit
- increase in single transaction limit
- exception for prohibited or restricted items
- exception for shipping address
Unauthorized or fraudulent use of the UCorp procurement card will result in revocation of card privileges. UCorp determines during the standard audit process whether prohibited transactions have been made, including but not limited to: transactions that have been split in order to circumvent the per-transaction limit; restricted or emergency transactions that were not properly justified and documented; multiple late submissions of the monthly statement/ document package; failure to produce original receipts for purchases; missing signatures on monthly US Bank statements or CFS reports.
UCorp procurement card privileges may be suspended until the missing items are resolved and appropriately reviewed/approved by UCorp. UCorp procurement card privileges may also be suspended for an extended period for repetitive failure to meet these guidelines.
If UCorp determines an issue to be minor or the issue is a first offense, both the Cardholder and Approving Official will be notified of the misuse and will receive warning that further misuse will result in the immediate revocation of UCorp PCard privileges.
If UCorp determines the issue to be major or a sufficient number of late document submissions have occurred to warrant revocation, a recommendation may be made to revoke the UCorp procurement card and discussion of the violation(s) with UCorp management will take place.
A "Revocation Notice" will be send to the Cardholder; a copy will also be sent to the Approving Official. UCorp will immediately suspend the UCorp PCard privileges with US Bank. UCorp will follow up for the return and subsequent destruction of the inactive UCorp PCard.
Monthly Procurement Card Reports
Original Itemized Receipts
- Description of goods purchased
- Date of purchase
- Quantity of goods purchased
- Price per item
- Separation of sales tax amount and total purchase amount
- Shipping charges, if applicable
The following are not accepted in lieu of an original receipt or invoice:
- Packing slips that are not itemized with per-item cost and total cost
- Credit card slips (unless the individual items are listed on the slips)
Please tape small receipts to an 8-1/2” X 11” sheet of paper to ensure that they are not lost in transit.
If an original receipt or invoice is lost, copies will only be accepted if they are accompanied by a written explanation, signed by the Cardholder and Approving Official; explanation must certify that the document submitted “is a true and correct copy of the original receipt, and no further reimbursement will be sought for this purchased item/transaction.”
If the original receipt has been lost and a duplicate cannot be obtained from the vendor, Cardholder must attach a written explanation to the monthly report; explanation must be signed by the Cardholder and Approving Official.
Subscriptions or Conference Registrations
Cardholder must reconcile US Bank Statement and CFS Reports.
US Bank Statements:
Cardholder will have access to US Bank’s system for dispute purposes and for access to print the monthly billing statement. Initial instructions to self-register with US Bank, allowing access to their website and monthly statements, will be shared with the Cardholder via the introduction email when they first establish their UCorp PCard account. Subsequent to this, the monthly US Bank statement will be available to download and print at: https://access.usbank.com/cpsApp1/index.jsp
The CFS report may be accessed from the Main Menu after logging in to CFS: CSU Procard > Use & Inquiry > Procard Adjustments. To access your UCorp PCardreport, the Business Unit must be SFFDN (not SFCMP).
The CFS report must be printed by the 5th working day following the close of the billing cycle upon notification. Once the transactions have been loaded to CFS, you will no longer be able to edit your chartfield information.
- US Bank statement from US Bank online application
- PCard statement from CFS
- Detailed, original itemized receipts and invoices organized in the same order that they appear on the US Bank statement
- All other required documentation
Compliance with Policy
Cardholder is responsible for ensuring that the UCorp PCard is used in accordance with the UCorp Procurement Card Program Policy and that all purchases comply with applicable SFSU and CSU procurement and contracting procedures and policies. Furthermore, completion of the UCorp PCard training is required prior to receiving the UCorp PCard. (If prior training has been received when obtaining a state-side PCard, this requirement will be deemed fulfilled).
Per transaction Limit
Cardholder is responsible for accessing the US Bank system to print the monthly bank statements, and for dispute transactions if necessary; and accessing the CFS PCard Module to reconcile with the US Bank Statement and change chartfield information when necessary. Cardholder is responsible for keeping all original receipts from time of purchase until submitted with the monthly reports.
The Approving Official is responsible for reading, understanding and complying with all of the procedures set forth above; and reviewing and approving all of the Cardholder’s transactions. Questions regarding procedures should be directed to UCorp.
- Compare US Bank statement and CFS report received from the Cardholder, verifying the chartfield values to be charged for each transaction on-line in CFS
- Review and approve charges to ensure purchases are appropriate and that any restricted or emergency items are appropriately documented
- Review monthly CFS report and US Bank statement packet, ensuring all receipts and invoices are included
- If any personal or unauthorized charges are present, inform the Cardholder that the charge(s) are his/her personal responsibility and that a check must be written payable to UCorp for reimbursement
- Sign and date the CFS report, where indicated; also sign and date the US Bank statement
- Ensure report, statement and supporting documents are forwarded, accordingly, to the UCorp
Misuse of Procurement Card
- Advise Cardholder that misuse has been recognized
- Inform Cardholder that they are personally liable for the transaction(s)
- Request Cardholder to make payment immediately (via check to UCorp), no later than 10 working days
- Inform Cardholder that if reimbursement is not made within prescribed time frame, card privileges will be revoked by UCorp
- Advise UCorp of any PCard misuse
- Responsible for overall administration and coordination of UCorp PCardprogram
- Process requests, establish new Cardholders, and obtain new and replacement UCorp PCards, as appropriate
- Distributes UCorp PCard to Cardholder upon successful completion of required training; pProvides required mandatory training
- Transmits bank file of monthly transactions to Fiscal Affairs Business Systems for download to CFS; Informs Cardholders when charges are available for review
- Informs Fiscal Affairs Business Systems to download voucher to UCorp’s Accounts Payable; Assures timely payment to US Bank
- Informs Cardholders when CFS; report is available for download and printing; Request submission of signed report, US Bank statement and supporting receipts and documentation
- Audits Cardholders’ monthly transactions
- Notifies Cardholder and their Approving Official of misuse and other infractions of procedure and/or policy
- Revoke or suspend PCard privileges, when deemed appropriate
- Receives returned cards when Cardholder leaves University and/or UCorp employment, transfers from existing department, or replaces worn or damaged PCard
This page was last updated on June 8, 2016.