A. Determining Need and Budget Availability

Before executing a purchase transaction with the PCard, the cardholder must: 1) Verify that there are sufficient funds available in the budget to cover the purchase; and 2) Verify that the items/services to be purchased are allowable under the terms and conditions of the award document. Purchases made within the last 30 days of a sponsored program may be subject to additional review and approval. Obtaining prior approval may be necessary depending upon the nature of the purchase. Check with your SR administrator prior to any purchase if there are questions or concerns regarding the allow ability of the expenditure.

Note: Consider other PCard transactions made, but not yet reflected in PI Profile. Access PI Profile to verify the availability of funds if in doubt. If you have questions regarding the availability of funds, contact your AM or SR administrator. Verify that the transaction is within the purchasing guidelines in the Procurement Card Program Policy and Procedure Manual and use of the PCard is appropriate.

B. Conflict of Interest

SDSURF is committed to the highest ethical standards and requires all cardholders and approving managers to avoid any transaction or circumstance that enables, potentially enables, or appears to enable a conflict of interest.

Program participants must not use suppliers (individuals or corporations) of goods and services who are family members (spouse, brothers, sisters (whether whole, half-blood, or step), children (whether natural, adopted, or step), grandchildren, great- grandchildren, spouses of brothers or sisters), where they have a financial interest or economic benefit in any way, or if their personal outside business or other interest could be construed to have an influence when making a supplier selection. Program participants must uphold the Conflict of Interest policies of SDSU and SDSURF and not make purchases from any vendors where they personally benefit directly or indirectly.

SDSU Research Foundation’s purchasing staff may make random checks of company ownership to ensure integrity is maintained in all purchasing practices.

C. Receiving Goods - Campus Shipping Address

Goods that are ordered using the PCard by projects and departments occupying space on the SDSU campus or SDSURF space at Sky Park, Alvarado Road, and Camino del Rio North, should be shipped directly to SDSURF’s receiving dock at the address listed below:

SDSU RESEARCH FOUNDATION RECEIVING
Attn: Cardholder’s full name, phone number, building, and room number
SDSURF Receiving
5555 Canyon Crest Drive
San Diego, CA 92182

Instruct the supplier to write the complete shipping address on the packing slip or box. This will enable the shipping company (UPS, FedEx, Airborne, etc.) to deliver to the correct address. If the supplier indicates that they do not have enough room to include all the personal information for the cardholder, make sure that the name (at the very least) is included on the packing slip or box.

All projects and departments occupying space at any other location are to provide the supplier with detailed information regarding the specific delivery location, cardholder’s name, phone number, etc. Goods and services must be delivered to an authorized work location and should not be shipped to personal/home addresses.

Please note that packages with incorrect or missing shipping information may be delayed or possibly returned to the supplier. Spend time with your supplier to make sure that they have all shipping information correctly recorded.

D. Recording Transactions between Cardholder and Supplier

Before completing communication with the supplier, make sure that all the information needed has been provided and that the supplier confirms that the card data has been accepted through their automated register terminal. Inform all vendors that a paid receipt is required.

To complete the transaction, obtain an itemized charge slip, sales receipt, and any other documentation that validates the order and/or receipt of the item(s). If the purchase is a phone transaction, ask the merchant to fax the receipt and included purchase detail, tax rate, shipping etc. and annotate for PCA’s record. Cardholders must follow all internal processes, as described in the Procurement Card Program Policy and Procedure Manual regarding handling of supplier receipts, packing slips, and confirmation documents to ensure accurate and timely transaction reconciliation and validation.

E. Use of PCard via the Internet

The PCard can be used for purchasing goods via the Internet. When using the PCard for internet purchases, cardholders should ensure that the site is secure (look for the secure site symbol or messages) and that the appropriate documentation (in lieu of a standard receipt) is obtained to validate the transaction at the time of order. Most internet orders provide electronic order confirmations. These should be printed and submitted as part of the remittance packet.

F. Use of the PCard for Telephone Orders

The PCard can be used for purchasing goods over the telephone. Cardholders should ensure that the appropriate receipt is obtained to validate and support the transaction. If documentation is not received in a timely fashion, the cardholder must follow up with the merchant to obtain the receipt.

G. Lost or Non-Itemized Receipts

The PCard can be used for purchasing goods over the telephone. Cardholders should ensure that the appropriate receipt is obtained to validate and support the transaction. If documentation is not received in a timely fashion, the cardholder must follow up with the merchant to obtain the receipt.

Lost Receipts

If the cardholder has lost receipts and/or lost invoices and a duplicate cannot be obtained from the merchant, the cardholder must complete a Missing Receipt Form for each missing receipt, obtain the AM’s signature and attach a copy of the transaction summary from Access Online and submit with the Monthly Remittance Packet. A written justification for not having a receipt is required on the Missing Receipt Form.

Note: Excessive lost receipts may result in suspension or loss of PCard privileges.

Non-Itemized Receipts

If the cardholder cannot obtain an itemized receipt from the merchant, the cardholder must complete the Missing Receipt Form and attach it to the original merchant receipt and submit with the Monthly Remittance Packet (see section 8.B for details). Itemized receipts must include a description of the item(s) purchased, quantity purchased, price per item, applicable sales tax and any shipping and handling charged. A written justification for not having an itemized receipt is required on the Missing Receipt Form.

H. Records of Warranty

The cardholder must maintain custody of any warranty records for goods or services which were obtained and paid for with the PCard.

I. Purchases Declined at the Point of Sale

Although the supplier may accept the card for use, the purchase may be declined at the point of sale. The following are possible reasons for a decline:

• The transaction amount exceeds set limit
• The transaction amount exceeds the remaining available balance of total monthly spending limit
• The Merchant Category Code (MCC) is restricted. Transactions outside the established parameters will automatically be declined at the point of sale
• Cardholder has not activated a newly assigned or renewed card. Refer to section 5.B in this manual titled “Activation of the PCard”
• The card has expired.
• Card has been suspended/terminated due to non-compliance or failure to meet published deadlines.
• The cardholder or the merchant transposed the card account number during the exchange of information. All cardholders should ensure that the merchant has received the correct number for the correct PCard to minimize the occurrence of this type of declination at the point of sale
• The merchant enters an incorrect expiration date

Cardholders may contact the PCA at sdsurfpcard@sdsu.edu or (619) 594-5622 to determine the reason a purchase was declined at the point of sale. These mechanisms for declining transactions are meant to protect the cardholder, the merchant, and SDSURF. Please be patient should this occur until the reason for the declination can be determined. On occasion, temporary overrides of merchant codes may be necessary. See section 11.C Cardholder Account Maintenance for procedures regarding overrides.