How to Make a Purchase with a Procurement Card (Pcard)

StepsDetails
1. Before deciding to use your Pcard, review UCLA supplier options.

Consider these options before selecting an outside supplier:

  • BruinBuy catalog shopping.
  • Strategic Sourcing Agreements.
  • UC Systemwide Agreements.
  • Campus Purchasing Department (restricted/0000K Agreements).
  • Campus Service Units (Catering, Mail and Document Services, Facilities).
  • ASUCLA.
2. Review purchasing guidelines.

Read the information and guidelines for purchasing a variety of goods and services in the buying section of this web site.

3. If you decide to use your Pcard, contact an outside supplier.

If you choose to purchase from an outside supplier using your Pcard, contact the supplier:

  • By phone.
  • On a secure website.
  • In person.
4. Determine price and availability.
  1. Inform the supplier that you are a UCLA employee.
  2. Request any educational discounts that apply.
  3. Request price and availability of the product.

Note: A single purchase may not exceed the $2,500 maximum (including tax and freight).

5. Determine taxation.
  1. Ask the supplier if sales tax will be applied to the item. UCLA must pay tax on taxable goods, even if the tax is not applied at the time of purchase.
  2. Note on the receipt or packing slip whether tax was applied to the sale.
  3. Retain all charge slips and receipts.
6. Provide account information.

Provide the supplier with your Pcard:

  • Account number.
  • Expiration date.

If the vendor requests a billing address, use your campus or office address EXACTLY as it appears on the card insert sleeve.

7. Provide the shipping address.

If your purchase requires shipping, provide your campus or office address or ship directly to UCLA Medical Receiving. Tell the merchant to add your name and phone number to the shipping label for fast, prompt delivery to you.

8. Turn in the documentation.

The cardholder statement must be signed by the Cardholder and the Cardholder Supervisor. Upload the signed monthly statement of account to the Accounts Payable Pcard Receipts System. You are responsible for verifying that all documents are complete and received by Accounts Payable. For detailed instructions, see How to Upload Pcard Receipts (PDF).