Cardholder Responsibilities

If you have received approval from your department for a Procurement Card (P-Card), you must use the card responsibly.

Know Your Funding Sources


  • In addition to avoiding violations of P-Card policy, cardholders should understand the terms and conditions of their department funding sources. If you are uncertain about your fund source restrictions, contact your MSO or Department Reviewer/Approver.
  • The P-Card cannot be used to purchase goods or services that are not allowable under the terms of state or federal funds.

Cardholder Responsibilities


  • Purchase items for UCSF business use only.
  • Never lend or share your P-Card. Although the University pays the bill, the card is your personal responsibility and is not to be lent to others in your department.
  • Purchase only allowable goods, not restricted items. For more detailed information see the P-Card Purchases and Restrictions items list.
  • Keep all individual purchases under $5,000.
  • Approve all transactions online via the U.S. Bank Access Online system on or before the deadline date. Reviewer/Approver must be given sufficient time do the final verification or approval of all transactions.  See the Campus Reconciliation Schedule and Medical Center Reconciliation Schedule to know your deadline dates (15 days after the billing cycle end).
  • Keep all supporting documents (i.e. receipts, work order, packing slip, chartstring to be allocated to, etc.) and provide to Reviewer/Approver to substantiate the existence of charges.
  • When you are reassigned, or terminated, or upon department request, discard the P-Card and notify the Reviewer/Approver so the Card Update/Maintenance Request Form can be submitted to Card Program Services in a timely manner.