The purpose of this Guideline is to ensure California State University, Long Beach (“University”) compliance with Procurement Credit Card (ProCard) program by providing guidelines for the appropriate use of the card and authority for various transactions and activities for authorized University business purposes.
OVERVIEW OF THE PROCARD PROGRAM
Participants in this program are issued a US Bank Visa Credit Card with the Business Unit name and the employee name as the co-participants. Reconciliation of statements will occur in the CFS PeopleSoft Procurement Credit Card module. This system will allow the Cardholder the flexibility to process their month-end statement reconciliation electronically online. Cardholders will use this module to make adjustments to transaction Chartfield string, record detail descriptions per transaction, and review historical transaction information. The US Bank system will not be used.
This document is applicable to all three Business Units which include California State University Long Beach (LBCMP), Research Foundation (LBFDN), and 49ER Foundation (LB49R), hereafter, referred to as CSULB Business Units.
The participant will only be issued a single card either from the Campus or Research Foundation Business Unit accounts. This will be determined by the business unit funding source on the majority of Cardholder transactions.
The mechanism for authorization to purchase utilizing the ProCard will be based on Campus Delegation of Authority. (Reference the Delegation of Purchasing Authority for details).
This program is offered to all business units as an alternative payment method for low dollar value transactions less than $10,000; campus departments may set lower single and monthly limits for each Cardholder.
The sections below, review the Procurement Credit Card program and associated policies.
The Procurement and Accounts Payable departments jointly administer the ProCard program and are responsible for coordinating, auditing and evaluating all aspects of the program.
ProCard Administrator (PCA) – University and Foundation
Accounts Payable Department – for any accounting/billing questions
Accounts Payable Tech Card Program Administrator
Requesting a ProCard
Complete an application form or download it from the Procurement web page.
Participants will only be issued a single card either from either the Campus or Research Foundation Business Unit accounts. This will be determined by the business unit funding source on the majority of Cardholder transactions. The ProCard can be used for the following 3 Business Units:
- LBCMP – California University Long Beach Campus
- LBFDN – CSULB Research Foundation
- LB49R – CSULB 49R Foundation
Once the card application form has been received, the ProCard Administrator will:
- Verify the user does not already have a card.
- Confirm primary Business Unit accounts.
- Set up the Cardholder and order the card.
- Confirm Cardholder has submitted a Finance Authority Application (FAA) form.
- Contact the Cardholder to schedule ProCard training.
- Provide written card activation instructions to the Cardholder.
- Verify that the Approver is set up in Delegation of Authority.
- Provide the Approver with a Quick Reference Guide on the approval processes.
Legal Reference & Authority
California State University Executive Order 760 establishes minimum standards for the use of Procurement Credit Cards. EO 760 delegates authority for Procurement Credit Cards to each campus President. For California State University Long Beach, delegation for the purchase of goods and services is delegated from the President to Procurement & Contractual Services. Procurement & Contractual Services delegates a limited authority for the purchase of goods and services via the Procurement Credit Card program to Cardholders as specified later in this document. The CSU System uses the US Bank visa card for the Procurement Credit Card program.
Procurement Credit Card Use
The Procurement Credit Cards must be used in accordance with California State University Long Beach (CSULB) policies and procedures contained in this Guideline manual. The University uses a variety of methods to purchase goods and services, including petty cash, purchase orders, and direct expense. The Procurement Credit Card can be used as an option to existing methods to obtain supplies (goods). Use of the card does not replace existing Guideline and procedures. The Procurement Credit Card is for authorized University purchases only and is not for personal use. Per ICSUAM 5250.00, Procurement Credit Cards must follow all purchasing policies and guidelines. Procurement Credit Cards may only be used for approved CSU expenditures. The use of Procurement Credit Card for any form of personal purchases (regardless of any intent to repay the CSU for a purchase) is expressly forbidden.
The following 3 business units allow for the use of the Procurement Credit Card:
- LBCMP – Campus University
- LBFDN – Research Foundation
- LB49R – CSULB 49R Foundation
CSULB has two Procurement Credit Card programs that can be requested: Procurement Credit Card and the One Card. Depending on the participant’s needs, purchasing will determine which program is appropriate. No matter which program you are enrolled in, participants will only have a single card, either from the Campus or Research Foundation Business Unit accounts. This will be determined by the business unit funding source on the majority of Cardholder transactions. All cards can be used for the following 3 Business Units:
- LBCMP – California University Long Beach Campus
- LBFDN – CSULB Research Foundation
- LB49R – CSULB 49R Foundation
Procurement Credit Card (“ProCard”)
This program follows all policies and procedures contained in this Guideline manual.
All Cardholders are delegated a single purchase limit up to $10K maximum. The monthly credit limit will be determined by the Cardholder’s Appropriate Approver when completing the ProCard application form.
The ProCard may not be used for travel including food, lodging, and transportation expenses. Conference registration fees are permitted. Refer to the campus Travel Guidelines and Hospitality Guideline for more details or contact Accounts Payable.
One Credit Card (“The One Card”)
This program follows all policies and procedures contained in this manual, with one exception. The One Card may be used for travel. The request for the One Card should be approved through your department or division level 3 Approver. The use of the One Card does not replace the need to complete the required travel authorizations or timely travel claim forms.
- Qualifications: In order to qualify for the One Card travel must be so frequent that trips are backto back, such that they do not allow enough time for the Campus department and AccountsPayable to process a previous travel claim before the next trip.
- Approved Expenses: Approved University travel expenses include transportation, lodging andmeals as described in the campus travel procedures.
- The One Card may only be used for the Cardholders own expenses or for those expensesof the assigned student group who is authorized to travel.
The University will not reimburse for expenses paid on behalf of others, except in the case of a student travel group.
Conflict of Interest
To avoid conflicts of interest, purchases shall not be made from companies where the person purchasing the goods has a major economic interest. Such purchases may have at least the appearance of wrongdoing and should therefore be avoided. The Procurement and Accounts Payable staff may make random checks of company ownership to ensure that integrity is maintained in all purchasing practices.
Disputed charges are defined as a disagreement between the merchant and the Cardholder where the Cardholder is asking for the Issuer’s assistance. Some of the more common reasons are:
- Merchandise or service not received: The card has been charged for a transaction(s) but themerchandise or service has not been received.
- Merchandise returned: The card has been charged for a transaction(s) but the merchandise hasbeen returned and there has been no credit given by the merchant.
- Defective: It is your responsibility to return the defective item(s) to the merchant for replacementor to receive a credit on the purchase. If the merchant refuses to replace the defective item, thenthe purchase of this item will be considered DISPUTED and US Bank must be notified. You willbe asked to complete the Dispute Form provided by US Bank and return to US Bank per theirinstructions for resolution. Once the dispute has been resolved you will be notified by US Bank.
- Duplicate processing: The card has been charged for a transaction twice when only one chargewas authorized.
- Unrecognized: The card has been charged for a transaction that is not recognized. A copy of the documentation received from the merchant to certify the charge (sales draft) will be sent to the Cardholder for review. If not recognized see section on Fraudulent Charges.
Before disputing or questioning a charge on the Procurement Credit Card Statement, validate that you have noted/taken the following actions:
- Attempt to contact the merchant to resolve the issue.
- Document all interactions with the merchant (names, dates, responses).
- Review receipts for the amount in question as it may have posted to the Procurement Credit Card Statement with a different merchant name or with a different amount.
- Foreign travel transactions may post for more or less than your receipt due to currency conversion fees or service charges.
If a transaction is disputed, the Cardholder must perform the following tasks:
- Contact US Bank customer service at 800.344.5696 and let them know within 60 days after the date of the transaction date. Failure to do so will forfeit the disputed charge and the Cardholder will not be issued a credit.
ProCard Statement Fraudulent Charges
If a transaction is believed to be fraudulent the Cardholder needs to do the following:
- Immediately Contact the US Bank Fraud department at 800.523.9078 and also notify the Campus Procurement Credit Card Administrator. US Bank will assist in ensuring that the card is closed and help with issuing a replacement card.
The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.
Lost or Stolen Credit Cards
When your card is lost or stolen:
- Contact US Bank Customer Service at 800.344.5696 to initiate a new replacement card.
- Email the ProCard Administrator to make them aware a new card will be coming. Once the card has arrives in Procurement you will be contacted.
A new card will be issued. Replacement cards will be mailed to the Pro Card Administrator. The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.
There may be instances where it becomes necessary to replace your credit card because it is either worn out or defective. It will be the Cardholder’s responsibility to initiate the following process:
- Notify the ProCard Administrator by email.
A new card will be issued. Replacement cards will be mailed to the ProCard Administrator. The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.
Separation from the University or Changing Positions
When a Cardholder leaves the University, their credit card must be returned to the Procurement Credit Card Administrator. If a Cardholder transfers to another department, the ProCard must be returned to the ProCard Administrator. ProCards do not move with an employee taking a new position in another department.
Lost or Missing Receipt Form
For lost or missing receipts, the Cardholder should request a new receipt/invoice from the merchant as soon as possible. If unable to obtain a receipt, the Cardholder must submit a completed Lost/Itemized Receipt Form and submit with the Monthly Cardholder ProCard Statement upload to CFS People Soft. A Lost or Missing Receipt Infraction is issued when the Lost or Missing Receipt Form is not included with the Statement. The Cardholder Account will be closed upon the 3rd Lost or Missing Receipt Form Infraction.
Late ProCard Statement
The monthly Cardholder Statement and all supporting documentation must be submitted as per the guidelines on the ProCard Cycle Calendar. If the calendar date is not met the statement is considered late and a Late Statement Infraction will be issued to the Cardholder. While an automated email is sent to a Cardholder as a courtesy, it is the responsibility of the Cardholder and their Approver to ensure accuracy and proper submission in to the CFS ProCard Module by the due date. ProCard Program Guidelines apply all 12 months of the year, including the Year End Accounting procedures. The Cardholder account will be closed upon the 3rd Late Statement Infraction.
Suspended ProCard Accounts
Statements not received on time will cause the Cardholder account to be suspended until the 1st of the following month. Suspended accounts are only reviewed on the 1st of the month and Cardholder accounts in good standing will be reinstated at that time.
The use of ProCards for a personal purchase, regardless of intent to repay the University is unauthorized, and expressly prohibited. A Personal Purchase Infraction will be issued the first time this occurs and upon the 2nd Personal Purchase Infraction the Cardholder account will be closed.
While a requisition is required to begin the process for certain categories, the Procurement office has authorized approved Cardholders the ability to purchase various goods utilizing their ProCard. Please refer to the How to Purchase to Pay Guidelines for restrictions and procedures for the various transaction types of purchases.
Contact the Procurement Department at 562.985.4296 with any questions on permitted purchases before purchasing the item(s) if you do not see something specifically outlined on the website. All other transaction types not addressed on the website, must be submitted using an online requisition.
NOTE: ANY PURCHASE MADE OUTSIDE OF THE PROCARD GUIDELINE MUST BE PREAPPROVED IN WRITING BY THE PROCARD ADMINISTRATOR. (Reference the Program Administration section of this Guideline).
The Cardholder is defined as the person who has been issued a ProCard and is expected to fulfill the following:
- Security of the ProCard: Cardholder is responsible for ensuring the card is kept in a secure location. If kept in your office, it should be kept out of sight, and preferably some place that can be locked when not in use.
- Authorized Signature: Only the Cardholder is authorized to use the card. Do not loan the card or card number to another individual.
- Appropriate use of the Procurement Credit Card: All purchases must be for University use in support of our educational mission. All purchasing policies and guidelines must be followed. ProCards may only be used for approved CSU expenditures.
- Delivery: Goods are to be delivered to a university address. Goods should not be shipped directly to the department but rather to the Receiving department. If goods are delivered directly campus department, University Insurance requirements shall apply. If a faculty or staff member is working on an authorized Telecommuting Plan, level 4 DOA approval is required to ship a supply to an employee off-campus address. For non-supply orders the Equipment Loan Form must be completed.
- Compliance with the ProCard policies: All Cardholders are required to sign an agreement form acknowledging the Cardholder has received training and agrees to abide by the guidelines of the program. The ProCard Administrator will verify that each new Cardholder falls correctly in Delegation of Authority (DOA) with the correct authorized approving official.
- Original, Itemized Receipts/Invoices: All charges/credits on the Cardholder’s Monthly Procurement Credit Card Statement require an itemized invoice/receipt with totals. Cardholders must have the itemized invoices/receipts with totals for each transaction, organized in the order listed on the Monthly Cardholder Procurement Credit Card Statement.
- Lost/Missing Receipt: If the original receipt is lost, Cardholders should request a new receipt/invoice from the merchant. If unable to obtain the receipt, Cardholders must complete a Lost/Itemized Receipt Form that is signed and approved by the Final Approver and then must submit the form with the Monthly Cardholder Procurement Credit Card Statement. An infraction will issued if the form is not submitted with the Monthly Statement.
- Disputed Transaction: Cardholders must monitor transactions for discrepancies. If any discrepancies are found, the Cardholder must contact the supplier and attempt to resolve directly. If the Cardholder is unable to resolve the dispute with the vendor/supplier, the Cardholder must dispute the transaction with US Bank. Follow-up and resolution of all disputed items must be completed within 60 days from purchase date.
- Fraudulent Charges: Procurement Credit Card Statement all suspicious activity to US Bank immediately at 800-344-9078. If claims are not filed within 60 days, the University will be unable to recover the funds.
- Lost or Stolen Procurement Credit Card: The Cardholder must immediately notify US Bank Customer Service at 800-344-5696 to initiate a new replacement card. In addition, the Cardholder must email the Procurement Credit Card Administrator so that they are aware a new card will be coming. Once the card has arrived in Purchasing, you will be contacted for pickup.
- Replacement of Worn Out/Defective Cards: If a ProCard needs to be replaced because it is worn out or defective, an email from the Appropriate Administrator/Approver requesting a replacement card should be sent to the PCA. US Bank will issue a replacement card within two 7-10 business days after the email is received in to US Bank.
- Employee Separation/Department Transfer/Card Cancellation: Notify the ProCard Administrator immediately of any separation date or transfer to another department. Cardholder must submit all receipts/invoices to the Appropriate Administrator, notify ProCard Administrator to close the account and return ProCard to the Procurement Office. For employee separation the HR Clearance Form is also required.
- Buy Recycled Products: The Campus is required by State Law to assure, to the maximum extent economically feasible, the purchase of materials, goods and supplies that are recycled or have recycled material within their content. Fitness and quality being equal, purchase preference shall be given to recycled products whenever such products are available and the cost of such products is no greater than that of their non-recycled counterparts. Contractors shall certify the recycled content of all RCP purchased in writing the minimum percentage.
- Disabled Veteran Business Enterprise/Small Business DVBE/SB: Make effort to support Disabled Veteran Business Enterprises and Small Business Enterprises Products when possible.
- Reconciliation, Approval and Submission of Monthly Cardholder Statement: Cardholder must reconcile and validate all transactions each month and obtain approval within specified timeframes referenced in the ProCard Calendar. Upon completion, electronically forward the Monthly ProCard Statement with itemized invoices/receipts and any required supporting documents or forms to the Appropriate Approver within the timeframe and due date provided on the ProCard Calendar.
- Off Campus during reconciliation period:
- If you will be off campus due to vacation, attendance at a conference or other event, your responsibility to meet all submission deadlines remains in effect. Prepare for this occurrence in advance with your Approver. If you still need additional assistance, you may contact the ProCard Administrator.
- If your regular Approver is unable to approve your report for submission the during the 6-day reallocation period, and there is no other approved DOA level 4 signer in your department, please contact AP for instruction. They will review the DOA module and guide you to the next approval level.
Cardholders are accountable for failure to allow adequate lead-time for approvals on monthly statements, required supporting documents or forms.
- The Cardholder must perform the following detailed reconciliation items and processes each month. If there are no monthly charges, this does not apply.
- Reconcile and approve all transactions: Cardholders must reconcile and approve all transactions in the CFS PeopleSoft System. The following fields of information need to be complete:
- Verify the charge is correct.
- Business Purpose Description: The information the bank provides is not detailed enough. At a minimum, enter details of what was purchased and the related business purpose for the purchase.
- Reference Number: You can choose to enter a department reference number or another note for your department.
- Distribution: Verify the Chartfield string the charge will go to. Update if applicable.
- Purchase Category: Select accordingly. See training guide for additional details and account numbers that fit with each category.
Note: California sales tax will be added once the transaction is posted to Accounts Payable for purchases from out-of-state vendors when the purchase transaction category “Tax” checkbox is NOT selected (i.e. merchandise was NOT taxed).
- Electronically Sign Monthly Cardholder ProCard Statement: Cardholders must sign the Monthly Cardholder ProCard Statement, and forward the consolidated file with receipts/invoices and required forms to the Appropriate Approver for final review. The Approver or the Cardholder must upload the completed statement as an attachment in the PeopleSoft ProCard Module.
In the event a Cardholder will be out of the office during the close of the billing cycle, the Cardholder is responsible for coordinating with their Approver to ensure timely submittal of the Monthly Cardholder ProCard Statement and invoices/receipts. Approvers have access to approve transactions and attach the completed ProCard Statement on behalf of the Cardholder.
- Timely Submission: Submit Monthly Cardholder ProCard Statement and supporting documentation as an upload attachment in the People Soft ProCard Module by the date requested by the Procurement Credit Card Calendar.
Approving Official Responsibilities
As an Approving Official of the ProCard Monthly Statement, you are granted the fiscal responsibility of ensuring that all guidelines will be followed in accordance with the Delegation of Purchasing Authority (DOPA) Authority Guidelines as well as the Delegation of Signature (DOSA).
All approving officials agree to abide by the guidelines of the ProCard Program and ensure that Steps 3-7 below are performed monthly.
- Setting Dollar Limits: The Approver is responsible for setting dollar limits for each ProCard issued as follows:
- Dollar amount allowed per transaction not to exceed $10K.
- Monthly dollar limit per Procurement Credit Card.
- Employee Separation: Notify the ProCard Administrator immediately of any employee separation date, including retirement or transfer to another department to ensure timely cancellation of their Procurement Credit Card. The Approving Official is responsible for completing the reconciliation report if the employee separates from the department prior to month-end closing of the statement.
- Appropriate Administrator Signature: A signature by an Appropriate Administrator on the Monthly Cardholder ProCard Statement confirms the Authorized Approver has reviewed the monthly ProCard Statement, all supporting documents and validated the Cardholder responsibilities have been followed, including, but not limited to ensuring that:
- All purchases are in compliance with ProCard Guideline.
- All purchases are within single/monthly spending limits.
- No prohibited items have been purchased.
- No personal purchase have been made.
- Detailed descriptions and business purpose has been provided.
- Purchasing categories and associated accounts are accurate.
- Appropriate documentation has been attached.
- Accurate ChartField strings are used for those funds and/or departments by which you have delegation of authority over.
Note: If you do not have DOA for a fund and/or department specified on the reconciliation, Approver ensures the appropriate approval signature for the use of the Chartfields is included with the documentation.
- Certification: Certifying that all purchases are listed on the Monthly ProCard Statement and are to be used exclusively for official University business (no personal purchase transactions) and are in compliance with the ProCard Guideline. This is done by signing the Monthly Cardholder Procurement Credit Card Statement.
- Documentation: Ensuring all proper documentation is attached to the Monthly ProCard Statement. This includes invoices, receipts, the Lost or Itemized Receipt Forms, and other restricted purchase documentation.
- Timely and accurate review and approval of transactions and preparation of the Monthly ProCard Statement: Approver submits approved monthly ProCard Statement to the PeopleSoft ProCard Module as an attachment or requires that the Cardholder upload the statement within the timeframe provided (as specified on the calendar).
- Upload Monthly Procurement Credit Card Statement: Upload Monthly ProCard Statement, a file consisting of the Monthly ProCard Statement and the original itemized receipts/invoices, the Lost/Itemized Receipt form (if applicable) and supporting documentation.
ProCard Policies and Procedures
An Infraction occurs when a Cardholder does not fulfill their responsibilities as defined above. An infraction will result in an email notification to the Cardholder, the Authorized Appropriate Administrator and the department head. It will specify mandated training sessions, card suspension, or closure of Cardholder account.
All Cardholders will be audited monthly for infraction of ProCard policy including but not limited to:
- Late Statement Submission
- Unreconciled Statements
- Personal Purchases
- Prohibited Transactions
- Missing Documentation
- Missing Lost/Itemized Receipt Form
- Additionally, for One Card holders, travel expenses charged on the One Card are considered an advance to the traveler. A timely travel claim must be completed per the campus travel procedures to clear the advance. Late travel claims will be considered as a ProCard infraction and subject to the same actions as noted below.
Procurement Card statements and accompanying documentation must be received in the PeopleSoft ProCard module by the specified date in the ProCard Cycle Dates calendar.
- 1st Infraction: An email will be sent by the ProCard Administrator to the Cardholder and Approving Official notifying them of the specific infraction and what should have occurred.
- 2nd Infraction: An email will be sent by the ProCard Administrator to the Cardholder, Approving Official and Level 4 DOA notifying them of the specific infraction and what should have occurred.
- 3rd Infraction: The Cardholder account is closed. An email will be sent by the Director of Procurement to the Cardholder, Approving Official, and Level 3 and Level 4 DOA, and the Associate Vice President for Administration and Finance notifying them of the Cardholder infraction history and that the Cardholder account is now closed.
- Final discretionary authority rests with the Director of Procurement Services regarding any exceptions to this policy.
FORMS AND INSTRUCTIONS
- Accessible Technology Initiative (ATI) Resource: Procurement Services
- Property & Sensitive Items Guidelines: Property Management
- Department Copier Program: Departmental Copier Program
- Hospitality Expense Guideline: Hospitality Expenses
- Gifts to Non-Employees Guideline: Gifts to Non-Employees (PDF)
- Gifts to Employees Guideline: Gifts to Employees (PDF)
- Accounts Payable Travel Guideline: Accounts Payable Travel Guideline and Procedures
- Office Supplies website for Staples: Staples Business Advantage
- Mail Services Website: Mail Services
Primary Guideline Contact
Nancy Murray, Director of Procurement
Subject Matter Expert and ProCard Administrator
APPENDICES AND RELATED INFORMATION
Appendices (if any): N/A
Related Chancellor’s Office Policies: 5250.00 | Procurement Cards (University Liability Credit Cards) (PDF)
Other Related Information: N/A
FREQUENTLY ASKED QUESTIONS (FAQ)
Issue Date: May 17, 2016
Last Review Date: July 10, 2020
Amended Date: July 10, 2020
Amendment Description: Program name change to ProCard, Paperless ProCard reporting method, Infractions separated into categories: Late Statement, Lost Itemized/Missing Receipt Form. Suspension process for late statements added. Telecommuting delivery instructions added. New requirement for returning ProCard when employee moves to another department.
Add amendments once approved: July 10, 2020
Malia Kinimaka Freund
Assistant Vice President, Financial Management
Responsible University Officer: Director of Procurement Services
Primary Guideline Contact: Nancy Murray