Procurement Card (Pcard) Departmental Readiness Checklist

Commitment

Has your central business office approved participation and indicated commitment to following program guidelines? Does your supervisor, CAO, CFO, chair and/or dean approve?

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?

Training

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?

Control features

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.
  • A cardholder can make purchases on behalf of other members of their department.
• 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.