Departmental Readiness Checklist

checklist what to look for
Commitment

Has your central business office approved participation and indicated commitment to following procurement card (P-Card) program guidelines? Does your Department Head (includes Dean, Faculty Head/Chair, MSO, Business Officer, Finance Officer or Principal Investigator) approve?

Processes and Controls

See P-Card Overview

Does your department have processes and controls in place that will allow for:

  • Accepting transactions assigned to a default UCSF/Medical Center COA or Cost Center?
  • Reviewing individual purchases for procurement policy compliance?
  • Prompt submission of invoices and itemized receipts by cardholder?
  • Verifying charges in a timely manner by reviewing and approving transactions? (By the 15th calendar day after statement end date.)
  • Consideration of any special funding conditions?

Training

See P-Card Overview and Policy Training (required) and U.S. Bank Transaction Review (optional)

Is your department willing to:

  • Invest time in learning a new process?
  • Complete required Cardholder and Reviewer/Approver training sessions?
Control Features

Does your department understand that the P-Card is a secondary tool to BearBuy used to procure and pay for a broad range of products, but the policy and best practices require certain controls? They include:

  • Individual transaction amount under $5,000 (including tax, freight and
    handling charges).
  • Built-in controls prohibit restricted certain commodities and suppliers.
  • No personal purchases. No catering or travel and entertainment expenses allowed in P-Card.
  • Designated fund sources such as default UCSF COA. Not all fund sources are appropriate for use with the P-Card.
  • 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 replace procuring items from contracted suppliers with catalogs in BearBuy, Strategic Sourcing Agreements, and UC Systemwide Agreements, Restricted items, or orders from Campus Purchases or Campus Service Unit.
  • Separation of duties must exist, where the charges approver could not be a subordinate to the cardholder.