UCLA Procurement Card Policy and Procedures: A Comprehensive Guide

The UCLA Procurement Card (PCard) program streamlines the acquisition of routine, low-value goods and services from vendors who do not accept traditional purchase orders. This guide outlines the policies and procedures governing PCard use at UCLA, ensuring compliance and responsible spending.

Purpose of the Procurement Card

The primary purpose of the PCard is to simplify the purchasing process for low-value transactions. It offers a convenient and efficient method for departments to acquire necessary goods and services without the complexities associated with traditional purchase orders. However, it is crucial to understand the limitations and restrictions associated with PCard usage.

Restrictions on PCard Use

While the PCard offers flexibility, certain restrictions apply. Specifically, inventorial equipment cannot be purchased using the PCard. If you need to acquire equipment, it is essential to contact a Campus Purchasing buyer for assistance.

Common Categories of Allowable Purchases

The UCLA PCard can be used for a variety of purchases, including:

Abstract or Journal Publication Fees: Limited to domestic transactions. (Added Jan. 2024)

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Advertisements: Limited to domestic transactions.
Amazon Purchases: Must be processed through UCLA's dedicated Amazon Business account.
Appreciation Gifts (including sympathy flowers): Purchases must adhere to UCLA Policies G-41 and G-42.
Books/eBooks: (Added Jan. 2024)
Certification Fees: Limited to domestic transactions.

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Conferences (virtual & in-person): If the conference attendee has a Travel & Entertainment (T&E) card, that is the preferred method. If not, a PCard can be used for registration fees only if:
- It does not include optional meals or travel-related expenses (accommodations, car rental, airfare).
- The vendor is a domestic merchant.
  - Important Note: UCLA PCards cannot be used for conference registration fees from foreign merchants, even if the conference takes place domestically.
Electrical Components: (Added Jan. 2024)
Insurance Premiums for Donor Events: Must follow the guidelines outlined in Insurance & Risk Management's Use of Donor Homes/Facilities for Fundraising web page. (Added Jan. 2024)
Job Postings: Limited to domestic transactions.
Office Supplies: (Added Jan. 2024)

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Professional Subscriptions (e.g., LA Business Journal): Limited to domestic transactions.
One-Time Online Courses: Limited to domestic transactions.
Online Webinars: Limited to domestic transactions.
Professional License Renewal: Limited to domestic transactions.
Software: Limited to domestic transactions and requires Technology Purchasing Risk Management (TPRM) approval from IT and a J-Req approval from Purchasing. If the Merchant Category Code (MCC) needs to be opened after approvals, a case must be created with the PCard team, attaching all approval documentation. This documentation must also be uploaded with the transaction receipt when reconciling in Concur. (Added Jan. 2024)

Common Vendors

UCLA has established relationships with several common vendors, including:

Airgas: (Added Jan. 2024)
BlueTriton: Excludes single-use plastics. (Added Jan. 2024)
Cintas: (Added Jan. 2024)
FedEx: Users must be aware of hazardous material compliance and follow each vendor's shipping guidelines. Lithium-ion batteries are considered hazardous materials. (Added Jan. 2024)
Iron Mountain: (Added Jan. 2024)
Linde: (Added Jan. 2024)

Cardholder Responsibilities

Cardholders play a crucial role in ensuring the integrity of the PCard program. They are responsible for:

Protecting the card from unauthorized use.
Ensuring that all purchases comply with UCLA policies and procedures.
Obtaining and retaining original, itemized receipts for all transactions.
Reconciling transactions in a timely manner.
Reporting any suspected fraudulent activity to the bank immediately.

The cardholder remains responsible for all charges until the bank identifies them as fraudulent or unidentifiable. A card may be declined if the vendor does not have the correct billing address.

Receipt Requirements

Original, itemized receipts are mandatory for all PCard expenses. These receipts must clearly indicate the amount paid and the method of payment (cash, check, or credit card). If the receipt lacks this information, a secondary document, such as a redacted credit card statement (with the account number blacked out) or a copy of the canceled check, is required.

Reconciliation and Documentation

Timely reconciliation of PCard transactions is essential. Departments should reconcile transactions promptly to allow sufficient time for review and to meet central campus deadlines. When reconciling transactions in Concur, it is important to upload all necessary documentation, including receipts and any required approvals (e.g., TPRM, J-Req).

Travel and Entertainment Expenses

While the PCard can be used for some travel-related expenses, it is important to consult UCLA's travel policies for specific guidelines. Key resources include:

UCLA Travel Policy
Transportation Guidelines
Discounts & Contract Rates
Meals & Lodging Info
Foreign Per Diem Rates
UCLA Per Diem Policy
Mileages & Distances
UCLA Policy BUS-79, Business Meetings (Breakfast, Lunch, Dinner)

For conference registration, if the attendee has a T&E card, it is the preferred method of payment. If not, the PCard can be used under specific conditions, as outlined above. The PCard should not be used for optional meals or other travel-related expenses like accommodations, car rental, and airfare.

Gifts and Awards

The use of PCards for employee and non-employee gifts is governed by UCLA Policies G-41 and G-42, respectively. It is imperative to adhere to these policies when making such purchases.

Payment of Expenses on Behalf of Others

Generally, university travelers should not be reimbursed for expenses paid on behalf of other individuals. Exceptions to this rule require advance approval. Refer to Section V.E.4 of the relevant policy for more details.

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