Use this checklist to make sure your department is ready to participate in the Pcard program.
Has your central business office approved participation and indicated commitment to following program guidelines? Does your supervisor, CAO, CFO, chair and/or dean approve?
|Processes and controls|
Does your department have processes and controls in place that will allow for:
- Accepting transactions and input into BruinBuy?
- Reviewing individual purchases for procurement policy compliance?
- Prompt submission of receipts and packing slips by cardholder?
- Verifying charges in a timely manner by reviewing transactions?
- Proper record retention?
- Consideration of any special funding conditions?
Is your department willing to:
- Invest time in learning a new process?
- Accept a program that is evolving through changes and refinement?
- Participate in cardholder training classes?
Does your department understand that the Pcard is a valuable tool for purchasing a broad range of products and services, but that policy and best practices require certain controls? They include:
- Transaction amounts are limited by each individual department up to program limit maximums (including tax, freight and handling charges).
- Built-in controls prohibit restricted commodities.
- No personal purchases.
- Designated fund sources; not all fund sources are appropriate for use with the Pcard.
- Cards can only be assigned to a person, not to a department or unit. Cards may not be lent or shared.
- Use of the Procurement Card should not replace procuring items:
- From contracted suppliers with catalogs in BruinBuy;
- From contracted suppliers with Strategic Sourcing Agreements, UC Systemwide Agreements or Restricted Blanket Agreements;
- Obtained through orders placed by Campus Purchasing or Campus Services units.