Procurement Card (PCard) Program Overview
A. Introduction
The SDSU Research Foundation (SDSURF) Procurement Card (PCard) program is designed to provide a more efficient means of making routine purchases by reducing paperwork and waiting time, allowing more purchasing responsibility and control at the department and project level, and streamlining the purchasing cycle for frequent and routine purchases.
SDSURF PCards are widely accepted Visa cards issued by US Bank (USB). They are “corporate liability” cards and are intended to be the primary method used for routine, authorized business purchases within the cardholder’s delegated authority limit, including taxes and shipping. The PCard program is meant to supplement purchasing mechanisms already in place, and is not intended as an overall replacement or as a means to circumvent purchasing guidelines, requirements, and policies and procedures established by SDSURF. If use of the PCard is not practical, the use of SDSURF’s existing mechanisms such as purchase orders and personal expense reimbursements may be utilized.
B. PCard Spend Profiles
Three card profiles with different spend limits have been established to accommodate typical purchasing profiles. Cardholders are assigned to a profile by their approving manager based on business requirements.
Comparison of Profiles:
| Spend Profile | Single Transaction Limit* (including tax, freight, handling charges |
Monthly Spending Limit |
|---|---|---|
| Profile 1 | $1,000 | $5,000 |
| Profile 2 | $3,500 | $10,000 |
| Profile 3 | $4,999 | $20,000 |
*Splitting orders to remain under the single transaction limit is not allowed
On occasion, there may be a need for a temporary adjustment of spend limits. Exceptions may be allowed depending on the individual cardholder and department needs. See Section 12.B Cardholder Account Maintenance for instructions on requesting a change in spend limit.
A travel PCard is also offered. See Addendum for the policies and procedures related to the use of the travel PCard.
C. Program Benefits
Program benefits include:
- Ability to easily obtain goods and services
- Reduced need to use personal funds requiring reimbursements
- Decreased need for cash advances
- Immediate payment to suppliers/vendors
- No invoices to process
- Convenient, secure, and flexible
- Universal acceptance by suppliers who accept Visa
- Automatic recording of all purchases made by cardholder
- Reduced need to request travel advances for qualifying and approved cardholders. See Addendum
- More SDSURF staff time available to assist on high dollar or specialized transactions
- Designated PCard administrator and support staff to address individual cardholder issues and requests.