(Revised 03/14/2013)
Channel Islands
CALIFORNIA STATE U
NIVERSITY
Division of Finance and Administration
Procurement & Contract Services
Procurement
Credit
Card
Handbook
(Revised 03/14/2013)
California State University Channel
Islands
PROCUREMENT CREDIT CARD HANDBOOK
TABLE OF CONTENTS
General Information.………………………………………………………………………….... 2
Legal Reference & Authority…………………………………………………………………... 2
Program Participation Requirements…………………………………………………………. 3
Prohibited or Restricted Procurement Card Purchases…………………………………….. 4
Authorized Uses……………………………..………………………………………………….. 5
Online Reconciliation ………………..………………………………………………………… 6
Cardholder Responsibilities……………………………………………………………………. 8
Authoring Official Responsibilities……………………………………………………………. 9
Program Administration……………………………………………………………………….. 9
Requests for Procurement Credit Card Increases………………………………………... 10
Replacing Procurement Credit Cards………………………………………………………... 10
Replacing a Cardholder/Authorizing Official…….…………………………………………. 11
Cardholder Guidelines…………………………………………………………………….….. 11
Common Reasons for Dispute………………………………………………………………... 12
Audit Procedures…………………………………………………………………………… 12
Information Resources……………………………………………………………………….. 13
Sample Forms
(Revised 03/14/2013)
General Information
In today’s environment of streamlining government, state and local agencies are looking for ways to
cut administrative time, effort, and costs. Purchasing cards, essentially a US Bank Visa charge
card, enable agencies to significantly reduce both paper and the procurement process for small
dollar purchases.
With the ease of a widely accepted Visa card, CSU Channel Islands employees may make in-
store transactions, place telephone or internet orders, receive and confirm purchases of variable
amounts of approximately $1,000 per purchase and $5,000 per month. The card allows
departments to effectively monitor and control small purchases and reduce time and paperwork.
REFERENCE CSU Channel Islands Procurement Policy Revised January 2005
California State University Executive Order No. 760
CSU Policy Manual for Contracting & Procurement, Sect. 205
CSU Procurement Credit Card Handbook Revised June 1998
(Revised 03/14/2013)
PROGRAM PARTICIPATION REQUIREMENTS
Cardholder Qualification
Cards are granted to full-time employed university staff members both long-term and
temporary university staff members with a position appointment of at least six months.
Procurement Card Request
An Approving Official may request a Procurement Card for a staff member by completing the
US Bank New Card Request form. This form is signed by the Cardholder, their Approving
Official and the University President or designee. The completed form is sent to the Procurement
Card Program Administrator.
Procurement Card Issuance
The credit card is issued to the University in an individual’s name; however, the University is
responsible for all payments. There is no personal liability on the card unless the Cardholder
violates the terms of the Procurement Card program by making a personal purchase. The
Cardholder is responsible for ensuring that all purchases are made within University and State
guidelines. In addition, all Cardholders must have a designated Approving Official. Approving
Officials may not be a subordinate or peer of the Cardholder.
Purchase Limits
The Procurement Card is issued with variable amounts of approximately $1,000 per single
purchase limit and an overall monthly limit of approximately $5,000.00 (including tax and
shipping charges).
Increases to dollar limits are made only upon written request to the Procurement Card Program
Administrator. Such requests may be submitted using the Cardholder Account Maintenance form
and should state the need for higher purchase limits. Requests are to be approved by the
Cardholders Approving Official. Submit forms to: pcard@csuci.edu
PROCEDURES
CARDHOLDERS, DEPARTMENT / PROGRAM HEADS, APPROVING OFFICIALS AND ANY
OTHER STAFF INVOLVED WITH THE PREPARATION OF PROCUREMENT CARD
RECONCILIATIONS SHOULD ALSO BE FAMILIAR WITH THE CSU CHANNEL ISLANDS (CI)
PROCUREMENT POLICY THAT GOVERNS THE PROCEDURES.
The procurement card may be used for low dollar value commodity purchases whenever possible and
allowable in order to achieve cost savings and improve processing and delivery times. Low dollar value
purchases are defined by CSU Channel Islands Procurement Card policy to be less than $1,000 per
transaction. Use of the procurement card must be in compliance with CSU purchasing policies and
procedures.
Prohibited Items (per CSU Channel Islands Procurement Policy):
Use of procurement cards for the following types of goods and services is PROHIBITED:
Alcoholic Beverages
Cash advances
Cellular phone service
Printers
Computer Hardware
Software
Firearms & ammunition
Large volume, routine repetitious purchases from one supplier (may coordinate with Procurement to
establish an open purchase order instead).
Space, equipment or other types of leases, building or equipment rentals
Narcotics and other controlled substances
Personal purchases of any kind
Personnel services, including consulting services
Gift Cards/Gifts
Raffle Prizes
Furniture
Fines, late fees, penalties, interest and finance charges
Paying invoices on items that were previously purchased but not invoiced until a later date
Service or maintenance agreements
Contracts or agreements requiring authorized signatures (Contracts and agreements need approval by
individuals with formally granted University purchasing approval, i.e., Procurement staff, the VP for
Finance & Administration and the President, only).
Splitting purchases into multiple card transactions to circumvent the maximum dollar limit. Splitting is
defined as one item or a set of items sold as a set that has been split by the merchant to look like two (2)
separate purchases.
Travel-related air or ground transportation, lodging or meals
Vehicles, including trailers, boats and any other equipment which must be registered with the DMV
(Revised 03/14/2013)
FOLLOWING ITEMS REQUIRE APPROVAL:
Chemicals and/or other hazardous materials: Certain chemicals and/or other hazardous materials may
be allowed on procurement cards onl y b y approved science laboratory technicians (technical staff)
and operations, planning & construction (OPC) staff only; such technical and OPC staff must have
only been trained by the director of risk management and authorized to make such purchases in
writing b y their respective division vice president
Food & beverages: **Business meals only within the guidelines of the business meals policy &
on campus food services including Islands, Tortilla’s, Subway, and Student Union Eateries who
have first right of refusal.
*Business Meals require appropriate backup, which includes an agenda (Must be conducting official business in
relevance to the CI campus) and a list of attendees.
Travel-related conference registration FEES onl y
CSU Channel Islands auxiliary organizations such as the Associated Students, Inc., the CI Foundation or the
University Glen Corporation
o For Foundation purchases: A request for Foundation Funds form approved by the
department head and the VP of Advancement are required prior to be purchased. In the event that
a purchase is made without prior approval and the funds within Foundation are not available, the
purchasing department will be responsible for the expense. PCard charges using Foundation
funds should be charged to Account- Dept- ZZ010- Project- Class- 00086.
(Revised 03/14/2013)
(Revised 03/14/2013)
In computer hardware, a peripheral device is any device attached to a computer in order to expand
its functionality. More specifically, the term describes those devices that are optional in nature, as
opposed to hardware that is either demanded or always required in principle.
Allowable computer peripheral device purchases include:
o External storage devices
CD
CD-ROM
CD-RW
CD-R
DVD
DVD-ROM
DVD-RW
DVD-R
External Hard disk drives
USB flash drive
o Input devices
Keyboard
Pointing devices
Mouse
Touch screen
Scanners
o Wireless Devices
Wireless Adapter Card
Wireless Music Bridge
o Power cord
o Microphone
o Computer speech recognition device
o Webcam
o Digitizing tablet
o Output devices
Speakers
Digital camera
Graphics card
Monitor
Expansion devices
Docking station
Ethernet cables
NOTE: Non-adherence to the above may result in suspension or revocation of individual cardholder
privileges. Cardholder may be held personally liable for fraudulent use of this credit card.
(Revised 03/14/2013)
Examples of Allowable Purchases on Procurement Cards
Office supplies From OfficeMax (*OM auto sub policy effective October 1, 2012)
Publications, books, academic and professional journals, magazines or subscriptions
Membership dues to academic or professional organizations
(*In an effort to realize cost savings across the CSU, the Chancellors Office is initiating mandatory participation in a new OfficeMax auto-
substitution program)
Card Limits
Based on department budget needs, department heads/program chairs will request each cardholders
transaction limit and monthly limit via the authorizing official and the division vice president or designee.
The Director of Procurement and Contract Services approves procurement card requests as the Presidents
designee for participation.
Budgetary control should be established at the department or program level by planning for the expense of
funds up to the maximum of one month’s card limit each month. Departments and programs with multiple
credit cards should plan accordingly for funds being available monthly for each procurement card issued.
ONLINE RECONCILIATION OF MONTHLY STATEMENTS
Procurement Card Receipt/Invoice
Whether the purchasing transaction is made by telephone, in person or via the web, the cardholder will
need an itemized receipt or invoice. If the receipt or invoice is not itemized, the cardholder must itemize
items on a separate sheet of paper and attach the receipt.
If the cardholder has lost receipts/invoices, and a duplicate copy cannot be obtained from the vendor, then
complete the Lost/Missing Receipt Form.
Print ProCard Transaction Report
Once transactions have been reviewed and the accounting information updated (if necessary) by the
Cardholder, the Cardholder will print a ProCard Transaction Report and submit to the Approving
Official with all the corresponding receipts/invoices. (Refer to the ProCard Peoplesoft User Guide).
Report with original receipts should be forwarded to Pro card Program Administrator.
The processing of credit card payments must include a complete review and analysis of the monthly credit
card charges at every level of responsibility (see below). In support of this review, campus departments
and programs are required to submit supporting documentation in a timely manner. The review shall
include the following:
a. Approving official signature
b. Follow-up of disputed charges from the prior month(s)
c. A review of the completeness of the documentation supporting the monthly credit card
invoice
d. Clearance of outstanding delinquent invoices.
The Online Procurement Card Monthly Reconciliation is due five (5) business days from the cycle
cut-off on the 10th of the month. (The cycle cut off may fall on another date due to weekends or
holidays, when this date changes you will be contacted by your Program Administrator). The
Authorizing Official then has 5 business days to review and approve all transactions.
(Revised 03/14/2013)
RESPONSIBILITIES
Cardholder
It is the responsibility of each cardholder to make appropriate purchases in accordance with the CSU
Channel Islands procurement card program policy and procedure as well as with CSU procurement
policies. The cardholder has the responsibility to:
Ensure proper security of the procurement credit card. Do not allow others to use their card.
(Keep their card on their person, or in a locked desk drawer or file cabinet, etc.)
New Cardholders will receive training prior to receiving their card. Cardholders may receive
reconciliation assistance if needed. To request training, contact the Procurement Card
Administrator.
Reporting any taxable purchases that were not taxed by the vendor to Support Services.
Make purchases using the procurement credit card in accordance with CIs Procurement policy
and CIs Procurement Card Handbook. Do not purchase prohibited items or attempt to split
transactions to avoid card limits.
Direct any questions regarding use of the Procurement Card, clarification of questionable
purchases, etc., to the Procurement Card Program Administrator.
Notify the Receiving Department via fax or email if delivery is expected for a procurement card
purchase.
Reconcile transactions in a timely and accurate fashion, verifying the date of the credit card
charge, description of purchase, shipping/handling, vendor’s name, account number to be charged,
dollar amounts including tax, and enter the correct account, fund, department, program and project
codes.
Resolve any questionable items or disputes online that appear on the statement.
Contact the credit card company immediately and report to the Procurement Card Program
Administrator if the card is lost or stolen.
Complete your online reconciliation, notify your Approving Official and return the procurement
card to the Procurement Card Administrator or designee in the event of separation of employment.
(Revised 03/14/2013)
Approving Official
The Vice President of each respective division, or their designee, is typically the Approving Official for
departments and programs within their division, although in some cases, the approving official may be the
department head/program chair, dean, director or other administrator.
The Approving Official has responsibility to:
Approve requests for procurement cards and procurement card limits.
Review all charges and ensure all purchases are appropriate.
Ensure no prohibited items have been purchased including that splitting of transactions has not
occurred.
Ensure all proper documentation is attached to the ProCard Transaction Report.
Approve cardholders monthly purchases. Subordinates should not approve a supervisor’s charges.
Ensure subordinates do not approve supervisor’s charges.
Ensure observance of good business practice to avoid card abuse.
Provide counsel and discipline for non-compliance with CIs Procurement Card policy
including: suspension and/or revocation of the card.
Support Services
The procurement card administrator will:
Act as university liaison with credit card vendor for changes to program.
Provide training.
Order new and replacement cards and maintain listing of card numbers, employee names and
monthly and per transaction limits and increases.
Perform monthly audit to ensure compliance with CSU procurement policies and procedures,
detect patterns of card abuse, purchase of prohibited items, or splitting of transactions to avoid
transaction limits.
Notify Cardholder and Approving Officials of results of monthly audit findings.
Ensure cardholders separating from the University have returned the credit card and have
submitted their final CI Procurement Card Monthly Transaction Report via their Approving
Official to the Procurement Card Administrator.
(Revised 03/14/2013)
REQUESTS FOR PROCUREMENT CREDIT CARD INCREASES
In certain situations, temporary or permanent increases to the daily and/or monthly purchase limit may be
increased. Cardholder should complete the Cardholder Account Maintenance form and submit with
Authorizing Official’s signature to pcard@csuci.edu Increases are effective within 24-48 hours of being
input into the US Bank site, cardholders will be notified when the request has been processed.
REPLACING PROCUREMENT CREDIT CARDS
There may be instances where it becomes necessary to replace your credit card. It will be the
cardholders responsibility to initiate this process. Follow the instructions below:
Reporting a Lost/Stolen Procurement Credit Card
The Procurement Credit Card is a valuable asset and should be maintained with reasonable security and
protection. If you cannot find your card, immediately notify US Bank, your Approving Official and the
Program Administrator.
If it is stolen, you must also notify Campus Public Safety (8444). Prompt action can reduce the
Universitys liability to the fraudulent charges. The US Bank telephone number
is:
1-877-887-9260.
US Bank will mail replacement cards with new account numbers to the Program Administrator within
(10) working days of notification. The Cardholder will be notified when the replacement card is
available. Procurement Credit Cards will not be sent through campus mail.
Cardholders should carefully review their new statement and immediately report any incorrect billings or
suspicious transactions to US Bank.
Replacement of Worn Out/Defective Cards
To replace a worn out or defective card, the Approving Official must cut the card in half and return it to
Procurement Card Administrator (or designee), along with a written request for a replacement card.
Do not return a Procurement Card through campus mail.
US Bank will mail replacement cards with new account numbers to the Program Administrator within ten
(10) working days of notification. The Cardholder will be notified when the replacement card is
available. Procurement Credit Cards will not be sent through campus mail.
(Revised 03/14/2013)
REPLACING A CARDHOLDER/AUTHORIZING OFFICIAL
Cardholder
When a Cardholder leaves the department, a written request from the Authorizing Official must be
submitted along with the Cardholders credit card cut in half to the Procurement Card Administrator (or
designee). The Cardholders final reconciliation must also be submitted to Accounting, preferably before
the Cardholder leaves the department.
Authorizing Official
If an Authorizing Official changes, the Cardholder Account Maintenance form must be completed by the
new Authorizing Official and their Supervisor. Send the completed form to the Program Administrator or
designee.
GUIDELINES FOR CARDHOLDER
HOW TO GET STARTED
1. Activate card
2. Prepare a folder for receipts and backup to be stored for reconciliation.
HOW TO PLACE AN ORDER
1. Note name of individual whom the order is placed by
2. Instruct vendor to send Attn: Receiving on shipping label
3. Request an itemized copy of receipt showing balance paid
4. For out-of-state vendors, ask about California sales tax. Either vendor charges sales tax
or you assess use tax.* (See What is Use Tax.)
WHAT IS USE TAX?
1. CSU Channel Islands must pay 7.50% tax on all items shipped to the campus which are
taxable based on California tax laws. (Call Procurement for clarification about specific
items.)
2. For tax not collected by the vendor, CSU Channel Islands must remit use tax directly to
the State Board of Equalization.
3. Cardholder will need to include use tax for items ordered from INTERNET vendors
who do not charge sales tax.
To assess use tax, AP will calculate 7.50% of taxable items and remit the amount to
FTB.
(Revised 03/14/2013)
ONLINE RECONCILE STATEMENT
1. After receiving notification that transactions are available for reconciliation, login to
PeopleSoft and compare your receipts/invoices to your recorded transactions.
2. Verify transaction date, description of items, and total amount.
3. Verify and update as necessary, each field with the proper account, fund, department,
program, class and project.
4. Print the ProCard Transaction Report and attach all original receipts and other
documents such as business meal backup to the Cardholder Transaction Report.
5. Submit your ProCard Transaction Report with receipts/invoices and supporting
documentation to your approving official for signature and then on to Procurement
Office for storage and auditing.
TEMPORARY LEAVE
1. If you are going to be on temporary leave, please notify the Program
Administrator so that your card may be temporarily suspended until your
return.
HOW TO HANDLE DISPUTES
Each monthly statement must be paid in its entirety. Disputed charges will be credited after the
dispute is resolved by US Bank.
Contact the vendor first to try to resolve the disputed charge.
If there is not a resolution with the vendor, contact US Bank to ask for their assistance in resolving
the dispute.
Transactions that require disputing still need to be verified and approved in the system. (Follow
the Disputing Transactions located in the User Guide).
In addition to submitting the dispute, the Cardholder must provide a copy of the sales receipt along
with this dispute request.
Audit Procedures
The Procurement Policy, Procurement Card Handbook (and subsequent updates) combined with the
Procurement Card Acknowledgement and Responsibility Agreement must be followed by all Cardholders.
Violations may result in a written notice to the Authorizing Official and the department head, mandatory
training sessions, suspension, or revocation of Cardholder privileges. Your Procurement card may be
revoked if you receive four audit findings from the Program Administrator or designee within a 24-
month period.
The Procurement Card Program Administrator or designee performs a monthly post audit review of all
Cardholder documentation. The Cardholder will be notified by e-mail if non-compliance issues are found.
For 1
st
audit findings the cardholders approving official is notified. For 2
nd
through 4
th
audit findings, the
cardholders vice president is also notified.
(Revised 03/14/2013)
Each of the following situations are examples of what constitutes a policy violation:
Failure to obtain an itemized receipt.
Missing the deadline for submitting your reconciled and approved statements to Procurement
Office.
Not obtaining Approving Official signature of each monthly statement.
Your card account may be suspended or canceled immediately in the following situations:
¾ Using the card for personal purchases.
¾ Splitting a transaction to avoid the limit.
¾ Purchasing an item that is on the Prohibited Purchases list.
¾ Allowing someone else to use your card.
¾ Not reporting a lost or stolen card.
The following steps may be taken if there are violations found in the post audit:
1
st
violation Written warning
2
nd
violation - One month card suspension
3
rd
violation Six month card suspension
4
th
violation Procurement Card will be revoked
INFORMATION RESOURCES
US Bank
24-hour Customer Service:
1-877-887-9260.
Procurement & Contract Services
Karina Cruz, Procurement Card Administrator
Procurement Coordinator, Procurement & Contract Services
Lindero Hall 1804
Ext. 8581
pcard@csuci.edu
REQUIRED FORMS:
CSU Credit Card Participant Notification
Procurement Card Program Agreement
Account Maintenance
PeopleSoft Access Request Form:
CSU CREDIT CARD PROGRAM
PARTI C IPATION NOTIFICATION
RETURN
FORM
TO:
Karina
Cruz,
Procurement
Coordinator
Lindero Hall 1804
Please complete the following information for each card requested. The cardholders name will appear on
the credit card exactly the way it reads on this form.
Cardholder will be responsible for making direct contact with vendors and ordering commodities using
the procurement credit card. Cardholders will prepare monthly reconciliation of credit card purchases in
PeopleSoft and submit their backup monthly to the procurement office with the printed and signed
ProCard Adjustment Report.
Monthly $ Limit: $
(NOTE: increments of $100 only)
Single Transaction Limit: $
(NOTE: increments of $100 only)
Default Chartfield:
Account Fund Department Program Project
Cardholders Name:
Cardholders Emplo yee ID#:
Cardholders Signature:
Telephone Number:
Approving Official’s Name:
Approving Officials Signature:
DEPARTMENT PARTICIPATION APPROVAL:
Valerie Patscheck DATE:
SIGNATURE: President or designee
FOR
PROCUREMENT
OFFICE USE ONLY:
Card
Ordered
by: Date:
H
R
no
t
ified of n
ew
card
hold
er
D
ate:
(Revised
12/04/2012)
CICMP
(Revised 10/04/2012)
California State University Channel
Islands
Procurement Card (P-Card)
Program
Agreement
Name
of
Cardholder
Department
PhoneExtension
No.
__________
The Cardholder agrees to accept the responsibility for use of the P-Card for authorized purchases for official University
business only. The Cardholder has received training for the P-Card and is responsible for ensuring the purchases made via the
P-Card are in accordance with the CSU Channel Islands P-Card Manual.
Specifically, the Cardholder is responsible for security of the card, appropriate use of the card, timely and accurate on-line
approval and reconciliation of transactions, ensuring original receipts are obtained for all transactions, making advance
preparation for monthly statements when planning to be out of the office, immediate reporting of fraud, lost or stolen card to US
Bank, and follow up an resolution of all disputed charges.
The Cardholder must complete the monthly on-line approval and reconciliation of transactions for each billing cycle within
three working days of notice by ProcCard Program Administrator of the close of the billing cycle. The Cardholder must also
forward to their Authorizer a printed statement and attach original, itemized receipts/invoices, and backup documentation
within that three day period. The Authorizer will have three working days to complete on-line authorization of transactions.
The printed statement and original receipts/invoices shall be s u
b m
i t t
e
d
t
o t
h
e
P
r o
c u
r e
m
e
n
t
o
f f i
c
e . This is a
mandatory
requirement.
Should the Cardholder want to terminate the P-Card or if the Cardholder transfers to another University department, the
Cardholder must obtain all receipts for transactions for the current billing cycle (if any), provide these receipts to the
Authorizer and return the P-Card, in person, to the P-Card System Administrator. Should the Cardholder terminate
employment from the University, the Cardholder must obtain all receipts for transaction of the current billing cycle (if any),
provide these receipts to their Authorizer, and return the P-Card to their department as part of the separation/clearance process,
as outlined by Human Resources, prior to separation from the University.
The Cardholder understands this program is a privilege and failure to follow the procedures contained in the P-Card manual can
result in audit findings, which can result in a
temporary
revocation of use and even revocation of this privilege.
The Cardholder must not allow any other individual, including co-workers, to use the P-Card or sign P-Card drafts under any
circumstances. The Cardholder can instruct co-workers to sign packing slips if a co-worker will be picking up items the
Cardholder has already ordered.
Cardholder Signature
Date
Authorizer Signature
Date
P-Card System Administrator
Date
CARDHOLDER ACCOUNT MAINTENANCE
Cardholder Name:
Check One: Change Information Change limits
CARDHOLDER INFORMATION ~ Fill in only the information below that is to be changed.
First Name Middle Initial Last Name
Bldg./Room# Extension
Approving Official Name (To Change Approving Official)
Monthly Credit Limit: $ Single Transaction/Daily Limit: $
Check One: Permanent Increase/Decrease
Temporary Increase/Decrease
Revert to original limits:
Date
Signature of Applicant Date
Signature of Authorizing Official Date
For Procurement Office Use:
Updates made by:
PeopleSoft Updated
US Bank Updated
Cardholder Notified
Date:
(Revised 05/30/2012)
CICMP