PURCHASING CARD and OUT-OF-POCKET (OOP) EXPENSE …



UC Hastings College of the Law

Procurement Card Application

The Procurement Card (P-Card) is the property of UC Hastings College of the Law. At any time the College can request that it be returned. It is issued by Wells Fargo Bank (WFB) in accordance with their commercial credit requirements. The Purchasing Department is the College’s P-Card Office. You must sign the Cardholder User Agreement when issued your card. You are required to complete training in the PayIt Expense Management System and abide by the College’s fiscal policies while managing your expenses

Provide the highlighted items:

NAME AS IT WILL APPEAR ON THE CARD (A MAXIMUM OF 24 CHARACTERS & SPACES)

__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __

COLLEAGUE ID NUMBER __ __ __ __ __ __ __ (Purchasing will complete the ID number)

DEPARTMENT __________________________________________________________________________

EMAIL ADDRESS / PHONE ________________________________________________________________

SUPERVISOR’S NAME / EMAIL _______________________________________________________________

2 BE COMPLETED BY THE BUDGET AUTHORITY)

CARD TYPE (Select All that Apply) HCL1 ____ HCL 2 ____ HCL 3 ____ HCL4 ___ HCL5 ___ HCL6 ____

| |Used for routine purchases such as copy and mailing services, books, supplies, memberships, airfare |

|HCL1 Department Card |with a maximum credit limit of $2,500 per month. |

|HCL2 Department Card |HCL 1 card with a maximum credit limit of $5,000 per month. |

| |HCL 1 card…plus utilities, facility repairs, plumbing, hardware, maintenance supplies. Limited to |

|HCL 3 Department Card |large departments such as Facilities, McAllister Tower and Library with a maximum credit limit of |

| |$7,500 per month. This card type must be approved by the Controller. |

|HCL 4 – Travel Only Card |Card limited to travel and entertainment merchants with a maximum credit limit of $3,000 per month or|

| |a declining balance as determined by traveler’s supervisor. There is no per transaction limit. |

|HCL 5 – Division Head Card |HCL 3 card with travel and entertainment – reserved for Sr. Staff. |

|HCL 6 – Declining Balance |This card has a preset amount; once the amount is used, the card can no longer be used unless the |

| |amount is re-stored. |

TRANSACTION LIMIT (DOLLAR AMOUNT) $5,000, or lower if requested: $_______________

MONTHLY CARD LIMIT (DOLLAR AMOUNT) OR per card type, or ____________ (lower amount)

DECLINING BALANCE DOLLAR AMOUNT $_____________

THE ANNUAL CREDIT LIMIT (THE MONTHLY CARD LIMIT X 12 FOR ALL ISSUED CARDS) CANNOT EXCEED THE TOTAL ANNUAL OPERATING (EXCLUDING AMOUNTS BUDGTED FOR SALARIES, WAGES, PAYROLL TAXES AND EMPLOYEE BENEFITS) BUDGET FOR THE ACCOUNTS LISTED.

LIST THE HCL DEPARTMENT PROGRAM ACCOUNT CODES THE CARDHOLDER MAY CHARGE TO (I.E. 00-11020):

___________________, ___________________, ___________________, ___________________,

___________________, ___________________, ___________________, ___________________

SECTION 3 – CARD HOLDER BANKING INFORMATION – OPTIONAL (TO BE COMPLETED BY THE APPLIC

SECTION 4 – TERMS-AND-CONDITIONS FOR USING THE PCARD (READ AND SIGN)

You are responsible for immediately notifying Wells Fargo Bank by calling 1-800-932-0036 and the P-Card Program Office at purchasing@uchastings.edu, and your supervisor if:

• The card has been lost or stolen

• If there are fraudulent and/or unauthorized purchases made with the card

The P-Card is provided for your use when performing official, authorized College business.

It is not to be used for personal transactions unrelated to College business.

Expense management and Reimbursement for out-of-pocket expenses will be transacted in the PayIt! system. Expenses are managed through PayIt! expense reports,. Reimbursements will be paid through Accounts Payable to the direct deposit account, or via a paper check.

Expense reports are to be submitted at least monthly in PayIt! (by the 5th of the month for the prior month’s expenses). Fiscal recommends weekly transaction review creation of expense reports.

Expense reports are to be completed in accordance with program requirements provided in training.

The P-Card is for legitimate, approved and authorized College business only.

The P-Card CANNOT BE USED FOR PERSONAL EXPENSES.

You are responsible for contacting Wells Fargo (1-800-932-0036) immediately if your card is lost, stolen or used fraudulently.

You agree to submit all itemized receipts supporting purchases via PayIt, and in accordance with the submission requirements.

P-Card Administrators and Fiscal will routinely review the status of all card accounts and review items purchased, transaction details, payment history and other related information. Your transactions are public record and will be audited by Fiscal Services.

Any changes to this application must be approved by your supervisor.

The P-Card must be returned to UC Hastings for failure to comply with the program terms-and-conditions, or at the discretion of your direct supervisor, or when you change positions/departments, or when you leave the employ of the College. The P-Card must be safeguarded at all times.

I AUTHORIZE THE COLLEGE TO PROCESS THIS APPLICATION IN ACCORDANCE WITH THE UC HASTINGS P-CARD AND PAYIT! EXPENSE MANAGEMENT PROGRAM GUIDELINES (complete all):

_______________________________________________________________________________________________

Cardholder Approver/Department Head (Please Print) Title

_______________________________________________________________________________________________

Signature Date

BY SIGNING THIS APPLICATION, I AM APPLYING FOR A UC HASTINGS/WELLS FARGO BANK (WFB) PROCUREMENT CARD. I UNDERSTAND THE TERMS-AND-CONDITIONS AS STATED ABOVE AND WILL COMPLY WITH THESE REQUIREMENTS.

_____________________________________________ _________________________________________

APPLICANT’S NAME (PLEASE PRINT) TITLE

_____________________________________________ _________________________________________

SIGNATURE DATE

PRINT, SIGN AND RETURN THE COMPLETED APPLICATION TO THE PURCHASING DEPT., ATTN: P-CARD PROGRAM

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