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 amount limited to $2,500 (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.