The Pcardholder is responsible for making purchases according to guidelines in the UCLA Procurement Card User Guide.
If a Pcard purchase must be exchanged or returned because the product does not meet your needs or arrives damaged, do the following:
- Contact the merchant.
- Have your receipt in front of you so that you can provide the transaction number, date of purchase, item description and cost.
- Resolve any issues with the merchant. If the merchant allows you to return the item, you must follow the merchant’s instructions for doing so. Always remember to document all conversations with date, time, number and the person with whom you spoke.
- Be sure to have the merchant issue a credit to the Pcard. This way, it will be passed from U.S. Bank to UCLA. If you receive your credit within the billing cycle, it will offset the charges.
- You are still required to input the original charge into the BruinBuy system within five days of the original purchase. When the credit is passed from the merchant to U.S. Bank and then to UCLA, your Pcard credit will offset the charge.
