Campus Credit Cards

The Procurement Card, or PCard, is one of UCSD’s two credit cards available for use by faculty or staff. The PCard can be used to purchase supplies or services from a company only. You will hold this card and use it whenever needed for purchases less than $4,999/transaction, $20,000/month. You will need to submit receipts via our department kuali form within 15 days of the purchase as the department will need to reconcile these expenses. Per department policy, receipts are always required in order to reconcile these purchases. After you submit a Financial Services Request Kuali Form (Kuali), the Visual Arts fiscal team will reconcile all PCard transactions on your behalf.

Just because you can make a purchase doesn’t always mean you should. Make sure that you have reviewed UCSD guidelines for purchasing and that you have sufficient funding to cover the purchase. At the end of the day you as the cardholder are responsible for these purchases.

Full UCSD guidelines can be found on the Procurement Cards blink page.

The Travel & Entertainment Card, or T&E Card, is one of UCSD’s two credit cards available for use by faculty and staff. The T&E Card can be used for travel purchases and for event purchases. This includes purchases for business meals and things such as flights, hotels, and transportation. After you submit a Financial Services Request Kuali Form (Kuali), the Visual Arts fiscal team will reconcileT&E Card transactions on your behalf and reach out if you need to take action.

Be sure to submit your Kuali’s in a timely manner once the event or travel ends. Campus policy does require that the purchases be reconciled at the end of the event or travel and not beforehand.

Travel & Entertainment Cards blink page provides up to date UCSD guidelines on the use of the T&E Card. The Travel Policy Highlights blink page provides guidance around the majority of travel purchases.

In order to activate your campus credit card (s) you as the card owner will need to call the bank at the number on your card 1 (800) 344-5696. Fiscal staff cannot do this on your behalf.

When calling US Bank you will need:

• Your account number which is the 16 digit card number listed on Cards
• Add a 0 in front of your UCPath EID - this is what you will give the bank when they ask for your social security number
• Address on your card
  • 9500 Gilman Dr, Mail Code 0327, La Jolla, CA 92093-0327
  • This is the address you'll also use for all billing information for online purchases
• Phone number - the number you used when you filled out paperwork
• It will ask you to choose a pin, you can ignore this.

This is a multi-step process that is mainly navigated by the fiscal team on your behalf. It begins by you initiating the reconciliation process by submitting a Financial Services Request Kuali Form (Kuali) with the transaction information.

When filling out the Kuali be sure to:

• Fill out all of the information required
• Attach all receipts (you can attach multiple receipts)

After you have submitted the Kuali be sure to add fiscal staff as delegates in Concur so they can process this transaction on your behalf.

After you have submitted the Kuali fiscal staff receives it and it goes through two department review processes. The first review is to confirm funding information and amount, this generally takes 1-2 weeks depending on workload. The second review is when the receipts are processed and reconciled via Concur on your behalf, this generally takes 1-2 weeks depending on workload. If the fiscal team has any questions they will reach out to you via email. Otherwise, if they have no questions, you will receive an automatic email once the transaction has been processed by the team and your Kuali fully approved.

How do I call the bank? What do I need?

• You will need to call the bank at the number on your card 1 (800) 344-5696.
• When calling you will need:
  • Your account number is the 16 digit card number listed on Cards
  • Add a 0 in front of your UCPath EID - this is what you will give the bank when they ask for your social security number
  • Address on your card
    • 9500 Gilman Dr, Mail Code 0327, La Jolla, CA 92093-0327
    • This is the address you'll also use for all billing information for online purchases
  • Phone number - the number you used when you filled out paperwork

How do I find my EID?

• You can find your employee ID number by:
  • Logging into your UCPath profile. On the home screen there should be a blue box in the upper left hand corner with your employee id number.
  • Logging into Ecotime. At the top of your balance sheet you will see "Your Name (your old employee id number/your new employee id number)"
  • If you’re not able to locate your EID on either site, please reach out to your HR Coordinator

What is an expense report?

• Documentation done in Concur including receipts and the reasons for the expense for the majority of individual financial transactions.

What is the difference between Procurement and Travel & Entertainment cards?

• Procurement should be utilized for supplies and services.
• Travel and Entertainment should be utilized for food and ALL travel.

What is a funding source?

• This is the account you want to pay the bill from. Generally it is a project number which is a 7 digit number that if you are a faculty member can be found in your monthly account update email under the column that says “Project code and name”. If you are a staff member and do not know the project number please reach out to vis-fiscal@ucsd.edu or your supervisor.

What is a business purpose?

• A detailed business purpose is the who, what, when, where, and why of your expense. This should be a full sentence that details what the purpose of your purchase is per campus policy. Here is an example of an excellent business purpose:
  • Constant Contact subscription purchase for email lists, newsletters, email announcements. Used to organize email lists for undergraduate students, UCSD affiliates, and outside subscribers and in sending weekly Department newsletter, Mandeville Art Gallery newsletter, Undergraduate newsletter, and email announcements.

What information is required on a receipt?

• UCSD does require that all receipts are itemized and display the vendor, amount, transaction date, and payment method.

What if I lose my receipt?

• You as the cardholder must do everything you can within reason to try and get the receipt. Contact the vendor to see if you can get a duplicate receipt.
• If you have exhausted all reasonable efforts then contact vis-fiscal@ucsd.edu and they will prep the expense report and then have you do a “Missing Receipt Declaration” and provide you further guidance.

What if I accidentally make a personal purchase?

• Once the Procurement Card has been charged, the purchase cannot be removed by campus. To avoid a violation against the cardholder, the cardholder should seek a refund from the supplier as the initial corrective action item.
• If a refund cannot be provided please notify the fiscal team at vis-fiscal@ucsd.edu and they shall provide further guidance and next steps.

How do I reconcile my payments?

• Submit a Financial Services Request Kuali Form with the transaction information and fiscal staff will reconcile the purchase by submitting an expense report for you.
• Add fiscal staff as delegates in Concur.

How long does it take to reconcile my payments?

• Once the card holder submits a Kuali it generally takes 2-4 weeks for the department to process and submit the transaction via Concur. Then it goes through additional approval processes via campus and can take 1-2 weeks to be sent for payment.

Do I need to pay the card off myself?

• No. That happens automatically and then is reconciled via a expense report fiscal staff generates from your Financial Services Request Kuali Form submission.

How do I sign up for campus credit cards?

• If you are a faculty member, this is a multistep process that you can initiate by emailing vis-fiscal@ucsd.edu 
• Procurement Card Requirements
  • Training
  • Paperwork
  • Submit Request via Concur
• Travel & Entertainment Card Requirements
  • Paperwork
  • Submit Request via Concur

Further Questions?

• Email vis-fiscal@ucsd.edu for any unanswered questions or further support.