Procurement Card (Pcard) Quick Reference Guide
The Procurement Card (Pcard) simplifies the purchasing of most routine low value goods and services orders where the vendor does not accept purchase orders. The topics below provide basic guidelines and helpful information about the card.
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Those who are authorized to use the Pcard agree to comply with these practices:
You can use your Pcard for most low value goods and select services, including but not limited to:
Inventorial equipment cannot be purchased with the Pcard. At UCLA, inventorial equipment refers to items that:
For details, see What Is Inventorial Equipment?
If you need to purchase equipment, contact a Campus Purchasing buyer for assistance. See the Commodity Directory for a specific buyer.
The following goods and services cannot be charged to the Pcard:
See Common Pcard Purchases and Restrictions for a more detailed list and alternative payment methods.
The Pcard cannot be used to purchase goods and services that are not otherwise allowable under the terms of your fund, including state and federal contracts and grants.
See your CAO/CFO or fund manager for questions about departmental funds.
Cardholders are responsible for following up with a vendor regarding any erroneous charges, disputed items or missing credits on their statements.
Any disputed items must be reported to U.S. Bank immediately. The cardholder is responsible for these charges until the bank can identify these charges as fraudulent or unidentifiable. If you fail to call U.S. Bank Customer Service at (800) 344-5696 within 60 days of the date of the questionable transaction, the University may not be able to receive credit for the transaction.
If you return an item to a vendor, the vendor should credit your Pcard.
Forward all documentation with your Statement of Account and receipts to Accounts Payable using the Procurement Card Receipts System. Be sure to keep a copy for your files.
Report your lost or stolen card to U.S. Bank immediately.
You can use your Procurement Card to purchase low-dollar supplies in person, by phone, fax, mail or through a secure website.
A card may be declined if the vendor does not have the correct billing address. Be sure to provide your campus or office address exactly as it appears on the insert sleeve in which your card arrives.
Your card may also be declined if the:
If you need assistance with a declined card, contact your department Pcard supervisor, the UCLA Pcard Administrator, or U.S. Bank Customer Service at (800) 344-5696.
If your purchase is being shipped to the Receiving Department, request that the vendor use this shipping address:
University of California Los Angeles