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The Procurement Card (P-card) Program, administered by Procurement and Contracts, provides a streamlined method for authorized employees to purchase allowable goods, supplies, and limited services using a University-issued U.S. Bank Visa credit card. The P-card serves as the preferred method for low-value transactions, offering an efficient alternative to traditional procurement methods such as purchase orders and direct pay.

The P-card is intended for use with Stateside funds only and may not be used for purchases utilizing Auxiliary funds. Cardholders are expected to utilize leveraged agreements available through CSUBUY whenever possible, as use of the P-card within CSUBUY supports cost savings, efficiency, and streamlined processing.

The following are benefits to using the P-card program:

1. It is a simple way for campus departments to purchase office supplies and other authorized low dollar purchases using a credit card.
2. The issuance of the P-card provides an alternative to traditional procurement methods. It is not intended to replace the existing purchasing methods, but rather to supplement them.
3. The P-card allows departments to effectively control and monitor small purchases while reducing procurement related time and paperwork.
4. Using p-cards gives departments greater spending flexibility.
5. Provides shortened processing times and faster payment to suppliers.

• The CSU’s authority to procure goods and services is granted under , through the Board of Trustees, to the Chancellor, to the campus President, to Procurement and Contracts. The policy establishes minimum standards for the use of Procurement Credit Cards.
• Delegation for the purchase of goods and services under the P-card program has been further delegated to cardholders up to their respective credit limits.

Cardholders and Approving Authorities are delegated limited purchasing authority on behalf of the University and exercise discretion in vendor selection and purchasing decisions. As such, they must conduct all procurement card activities in accordance with the CSU Conflict of Interest Policy, the Political Reform Act of 1974, and applicable CSU policies.

Employees must act in the best interest of the University and may not use their position to influence a CSU decision in which they know, or have reason to know, they have a financial interest (Government Code § 87100).

Employees designated under the CSU Conflict of Interest Code are required to file a Statement of Economic Interests (Form 700) and complete required conflict of interest training in accordance with CSU policy.

Cardholders and Approving Authorities must:

• Avoid participating in purchases involving vendors in which they have a financial interest
• Avoid any real or perceived conflict between personal interests and the interests of the CSU
• Not accept gifts, gratuities, rebates (not issued to the University), rewards points, or other incentives that could influence, or appear to influence, purchasing decisions
• Ensure all purchasing decisions are made in good faith and support fair and appropriate vendor selection practices

Failure to comply with conflict of interest requirements or intentional misuse of the p-card may result in corrective action, including reimbursement of charges, suspension or revocation of card privileges, disciplinary action up to and including termination, and/or criminal prosecution, as applicable.

Please contact Human Resources for more information at csudh.edu/hr or 310-243-3771.

Eligibility

The ÀóÖ¦ÊÓƵ P-card program is available to CSU employees (faculty and staff) who have a legitimate business need to make purchases on behalf of the University.

Consistent with the CSU Systemwide Payment Card Policy, eligibility may extend to auxiliary organizations and certain student representatives performing official University business. However, due to operational and system limitations, the ÀóÖ¦ÊÓƵ P-card program is currently limited to stateside CSU employees utilizing the CSU Enterprise system.

Temporary staff (including agency and emergency hires), retired annuitants, volunteers, students, and student assistants are not eligible for participation in the ÀóÖ¦ÊÓƵ P-card program.

Credit Limits

Procurement Cards are issued with standard credit limits consistent with the CSU Systemwide Payment Card Policy.

• Single transaction limit: up to $5,000
• Monthly credit limit: up to $10,000

Assigned limits may vary based on business need, card type, and approval by the Approving Official and Procurement and Contracts.

Requests for temporary or permanent limit increases must be supported by a documented business need and approved in advance. All approved limits must remain within CSU systemwide thresholds.

Distribution and Return

P-cards must be picked up within two weeks of notification or they may be canceled. Additional training may be required prior to reissuance. The P-card remains the property of the University and must be surrendered upon request by Procurement and Contracts or the Approving Official, or upon separation from the University. Cards must be returned to Procurement and Contracts.

Program Administration

Procurement and Contracts and Accounting Services jointly administer the program, and are responsible for accumulating, reporting, coordinating, auditing, and evaluating all aspects of the program. The use of the P-card is a privilege, as well as a cost effective and efficient method to procure goods. Failure to comply with the procedures in this guide (including timelines) may result in temporary or permanent revocation of this privilege. Refer to Policy Infractions for more details.

Procurement and Contracts Responsibilities (P-card Administrator)

Procurement and Contracts serves as the P-card Program Administrator and is responsible for the overall management, oversight, and compliance of the program, including:

• Administering the P-card program in accordance with CSU policy and campus procedures
• Reviewing and processing card applications, including eligibility verification and assignment of appropriate credit limits
• Providing training and guidance to cardholders and Approving Officials
• Monitoring program activity and supporting compliance oversight efforts
• Enforcing policy requirements, including issuing warnings, suspending, or revoking card privileges for non-compliance
• Coordinating card issuance, maintenance, and cancellation, including employee separations
• Communicating policy updates and responding to program-related inquiries
• Maintaining program records in accordance with CSU records retention requirements

Accounting Services Responsibilities

Accounting Services is responsible for financial oversight and post-transaction review of P-card activity, including:

• Processing payment of P-card transactions
• Reviewing reconciliations for accuracy, completeness, and compliance with CSU and campus policies
• Identifying and communicating discrepancies, including missing documentation or approvals
• Reporting audit findings and compliance concerns to the P-card Administrator
• Coordinating with departments to resolve errors, including chartfield corrections and expenditure transfers
• Ensuring appropriate tax treatment, including assessment of use and sales tax
• Supporting compliance with applicable financial and travel-related policies, as applicable

Cardholders are entrusted with the use of University funds and are responsible for ensuring all Procurement Card (P-card) transactions comply with CSU policy and ÀóÖ¦ÊÓƵ procedures. Cardholders are accountable for all activity on their assigned card and must act in the best interest of the University at all times.

1. General Responsibilities

Cardholders must:

• Use the P-card only for official University business and within authorized spending limits
• Ensure all purchases comply with CSU and campus policies, including procurement, hospitality, and IT requirements
• Obtain required approvals for restricted purchases prior to use of the P-card
• Maintain control and security of the P-card and card information at all times
• Notify the P-card Administrator of changes in employment status, including transfer or separation
• Complete a final reconciliation prior to separation or transfer

2. Training Requirements

Cardholders must:

• Complete required P-card training prior to card issuance
• Participate in ongoing or refresher training as required by CSU policy or campus procedures
• Complete additional training when directed due to policy updates, non-compliance, or program changes

3. Accountability and Compliance

Cardholders are responsible for:

• Ensuring all transactions are appropriate, allowable, and properly justified
• Retaining and providing required documentation in accordance with policy
• Promptly identifying and reporting discrepancies, unauthorized transactions, or potential misuse
• Cooperating with Approving Officials, Accounting Services, and the P-card Administrator to resolve issues

Approving Official Responsibilities

The Approving Official is responsible for providing oversight of the cardholder and ensuring all Procurement Card (P-card) activity complies with CSU policy and ÀóÖ¦ÊÓƵ procedures. Approving Officials serve as the primary control point to ensure appropriate use of University funds.

1. Oversight and Compliance

Approving Officials must:

• Maintain a thorough understanding of applicable CSU and campus policies, including procurement, hospitality, and travel requirements
• Ensure all purchases are appropriate, reasonable, and directly support a legitimate University business purpose
• Verify that no prohibited or unauthorized purchases are made
• Exercise oversight of vendor selection to ensure purchases are made from appropriate sources, supported by competitive pricing, or otherwise properly justified
• Question unusual, unclear, or non-compliant transactions and require additional justification when necessary
• Identify potential policy violations and take appropriate corrective action, including notifying the P-card Administrator

2. Review and Approval Responsibilities

Approving Officials are responsible for reviewing and approving cardholder transactions in a timely manner, including:

• Reviewing reconciliation reports for accuracy, completeness, and compliance
• Verifying that itemized receipts and required supporting documentation are provided
• Confirming that transactions are properly coded and include sufficient business purpose descriptions
• Ensuring that restricted or specialty purchases (e.g., hospitality, IT, travel-related) include required approvals and documentation
• Approving or returning incomplete or non-compliant reconciliations

Approving Officials may not approve their own transactions.

3. Training and Accountability

• Approving Officials must complete required training prior to assuming responsibilities and participate in ongoing training as required
• Approving Officials are responsible for maintaining active oversight of assigned cardholders
• Failure to perform required oversight responsibilities may result in corrective action

4. Administrative Responsibilities

Approving Officials must:

• Ensure continuity of oversight by coordinating alternate approval coverage when necessary
• Notify the P-card Administrator of employee status changes, including transfers or separation
• Assist in ensuring cards are returned and final reconciliations are completed upon employee separation
• Ensure lost or stolen cards are promptly reported

The Procurement Card (P-card) may be used for allowable goods and limited services that support official University business and comply with CSU policy and ÀóÖ¦ÊÓƵ procedures.

All purchases must:

• Serve a legitimate CSU business purpose
• Be within the cardholder’s authorized spending limits
• Comply with applicable procurement, IT, hospitality, and other relevant CSU policies

The categories below provide examples of commonly allowable purchases. This list is not exhaustive, and all purchases remain subject to applicable restrictions and approval requirements.

Allowable Purchase Categories

1. General Supplies and Materials

• Office, art, and instructional supplies
• Books and publications (unless otherwise restricted)
• Small classroom or laboratory supplies

2. Information Technology (IT) GoodsÌý

Examples include:

• Peripheral equipment (monitors, keyboards, mice, webcams, docking stations)
• Audio/visual accessories (microphones, speakers, headsets)
• Storage devices (USB drives, SD cards)
• Cables, power supplies, and related accessories
• Digital content and cloud-based storage for employee use (e.g., fonts, images, media)
• Equipment below campus-defined capitalization thresholds

3. Professional Development and Memberships

• Conference registrations (virtual or in-person, where allowed)
• Online training, webinars, and professional development
• Professional memberships (excluding lifetime memberships)
  • Memberships must be established in a manner that reflects University affiliation (e.g., includes the employee’s name and ÀóÖ¦ÊÓƵ name and address)
  • Subscriptions must be delivered to a University address, not a personal residence

4. Equipment Repairs

• Equipment repairs are allowable when they are low-value, do not involve a service agreement or contract, and can be completed as a one-time transaction
• Repairs requiring contracts, ongoing services, or vendor agreements must be processed through the appropriate procurement method

5. Furniture and Equipment

• Single, standalone small furniture items that do not require assembly or installation
• Equipment purchases within allowable thresholds and not otherwise restricted

6. Sponsorships

A sponsorship is a contribution to the cost of an event in return for advertising or promoting the University (e.g., vendor tables at external events).

Cardholders must:

• Ensure the sponsorship serves a legitimate business purpose and maintain documentation supporting the event and the benefit received by the University.
• Sponsorships that involve contracts, agreements, or higher-risk transactions must be reviewed and processed through Procurement and Contracts.

Prohibited Purchases

The Procurement Card (P-card) may not be used for the following under any circumstances:

• Personal expenses or non-University business purchases
• Splitting transactions to circumvent established spending limits
• Cash advances, ATM withdrawals, or cash equivalents
• Charitable donations or contributions
• Capital project-related expenses, including construction, renovations, or major repairs
• Equipment purchases exceeding $5,000 (must be processed through CSUBUY P2P)
• Peer-to-peer payment methods (e.g., Venmo, PayPal personal transfers)
• Weapons, firearms, and ammunition
• Lifetime Memberships

Use of the P-card for prohibited purchases may result in immediate suspension or revocation of card privileges, reimbursement of charges, and/or disciplinary action.

Restricted Purchases (Require Prior Approval)

Certain purchases present higher risk or require specialized review and are therefore restricted. These purchases may be allowable on a P-card only with prior approval obtained through Concur and appropriate supporting documentation attached before the purchase is made.

Failure to obtain required approval prior to purchase may result in denial of the transaction or an infraction.

Categories of Restricted Purchases

1. Services

• Consulting, training, professional services, or any service requiring a scope of work
• Services that may require a contract, agreement, or Procurement review

2. Information Technology (IT) Goods and Services (Subject to campus IT governance and approval)

• Software, cloud-based applications, and subscriptions
• Website platforms, hosting services, and digital tools
• Computer hardware and specialized equipment
• Technology-related services or installations

3. Furniture and Equipment

• Furniture requiring assembly, installation, or bulk purchase
• Replacement or outfitting of offices, suites, or common areas
• Specialized or higher-value equipment not classified as routine supplies

4. AdvertisingÌý

Advertising expenses are restricted and require prior review to ensure compliance with CSU policy and campus requirements.

• Small dollar advertising purchases that do not involve contracts or agreements may be permitted on the P-card with prior approval. Requests for such purchases must be submitted through Concur and include appropriate justification.
• Advertising that involves signed agreements, terms and conditions, or higher-risk transactions must be processed through CSUBUY P2P and may not be completed using the P-card.

5. Hospitality Expenses

Food, beverage, catering, and other hospitality-related expenses, including promotional items, awards, and event-related costs, are allowable when they support official University business and comply with the CSU Hospitality Policy and ÀóÖ¦ÊÓƵ procedures.

• All hospitality expenses require approval and supporting documentation in Concur
• Use of campus dining services (Aramark) is permitted without a catering exception.
• For events in which outside catering vendors are requested, cardholders must first obtain a catering exception prior to purchase by submitting the to Toro Auxiliary Partners. The form must be fully signed and included with reconciliation. For off­campus events, the catering exception form is not required.
• Cardholders should refer to the to determine whether an expense is considered hospitality.

6. Research and Regulated Items

• Animals, laboratory supplies, or regulated materials requiring oversight
• Purchases requiring approval from regulatory bodies (e.g., IACUC, EH&S)

7. Equipment Repairs and Maintenance

• Repairs requiring shipment of equipment or vendor service
• Transactions that may involve service agreements or liability considerations

8. Single Use Plastic Water Bottles, Straws, and Bags

In alignment with the CSU Single-Use Plastics Policy, the purchase of single-use plastic water bottles, straws, and bags is restricted. Single-use plastic water bottles are generally not allowable and may only be purchased under limited circumstances with documented justification and prior approval. Budget or cost considerations alone are not sufficient justification. Departments are expected to utilize campus-supported alternatives, including hydration/refill stations and reusable or bulk water service options available through campus Catering. Requests for exception must be submitted to sustainability@csudh.edu for review and approval prior to purchase. The justification request must explain why plastic water bottles are the only feasible option for hydration at this event and what other options were explored to come to that conclusion. Donations should not be used as a means to circumvent the policy as the continued presence of plastic water bottles at University affiliated events and operational activities is not in line with the institution’s or CSU’s core values around environmental stewardship and sustainability. When requesting water donations, express preference for aluminum or alternative material packaging. Consider soliciting support for reusable water bottles instead (e.g. sponsorship of water dispenser costs, purchase of Pathwaters, etc.).

9. Hazardous Materials and Regulates ItemsÌý

Purchases involving hazardous materials, chemicals, biological agents, gases, radioactive materials, controlled substances, select agents, or other regulated materials are restricted and require prior approval.

All employees involved in the purchase or use of hazardous materials are responsible for maintaining a safe work environment and complying with the campus Chemical Hygiene Plan and all applicable federal, state, CSU, and campus safety requirements.

Hazardous materials intended for laboratory, instructional, or research use must:

• Be purchased through approved campus procurement channels, including CSUBUY P2P when available
• Receive required Environmental Health & Safety (EH&S) review and approval prior to purchase
• Be properly tracked and managed in accordance with campus inventory and safety procedures

Additional approvals may be required depending on the type of material or intended use.

Failure to obtain required approvals prior to purchase may result in denial of the transaction, corrective action, or revocation of P-card privileges.

10. Clothing and UniformsÌý

Purchases of clothing and uniforms are restricted and require prior review to ensure compliance with CSU policy and applicable tax regulations.

• Branded or logoed items must receive prior approval from University Communications and Marketing (UCM) and comply with campus brand standards
• Clothing purchases must support a legitimate University business purpose (e.g., identification for official events or required job functions)
• Items provided to employees may be considered a taxable fringe benefit unless they meet IRS criteria for exclusion (e.g., required for the job and not suitable for general wear)

Cardholders and Approving Officials are responsible for ensuring that clothing purchases are appropriate, properly justified, and compliant with applicable CSU and IRS guidelines.

11. Printing

Printing services are restricted and must follow campus requirements.

• Departments are required to utilize University Printing Services (UPS) for all printing needs
• UPS will determine whether the requested work can be completed in-house and will coordinate pricing, production, and branding approvals, as needed

If UPS is unable to fulfill the request, departments may use an external vendor. In such cases:

• Use of the P-card requires prior approval from the P-card Administrator
• All printed materials bearing the University name, logo, or branding must receive approval from University Communications and Marketing (UCM) prior to purchase

Printing projects involving larger dollar amounts, complex services, or vendor agreements must be processed through the CSUBUY P2P requisition process, rather than the P-card.

12. Home Deliveries

Delivery of goods purchased with a P-card should be made to a ÀóÖ¦ÊÓƵ campus address whenever possible.

Home delivery is restricted and may be permitted only when there is a valid business need (e.g., approved remote work). In such cases:

• Prior approval from the Approving Official is required
• A clear business justification must be documented
• Approval documentation must be included with the reconciliation

Cardholders are responsible for ensuring that all home delivery purchases are appropriate, properly approved, and compliant with CSU and ÀóÖ¦ÊÓƵ policies.

1. Reconciliation Documentation

All Procurement Card (P-card) transactions must be reconciled in the University’s designated expense management system (Concur) in accordance with CSU policy and ÀóÖ¦ÊÓƵ procedures.

Cardholders are responsible for ensuring that all transactions are accurate, complete, and properly documented.

2. Reconciliation Responsibilities

Cardholders must:

• Review all transactions for accuracy and compliance
• Provide a clear and specific business purpose for each transaction
• Select appropriate expense types and ensure proper chartfield allocation
• Upload itemized receipts and required supporting documentation
• Identify and appropriately document disputed or unauthorized transactions
• Submit reconciliations within established timelines

3. Receipts and Supporting Documentation

Cardholders must upload itemized receipts and all required supporting documentation in Concur.

Receipts must:

• Clearly describe the items purchased
• Include the vendor name, transaction date, and total amount charged

The following are not acceptable as sole documentation:

• Packing slips
• Order confirmations or quotes
• Non-itemized receipts

Supporting documentation must also include required approvals for restricted purchases (e.g., hospitality, IT, home delivery), as applicable.

Transactions with missing or incomplete documentation may delay approval or result in an infraction.

4. Missing Receipts

If a receipt is not available, the cardholder must complete a Missing Receipt Declaration in Concur for the applicable transaction.

• The Missing Receipt Declaration serves as the cardholder’s acknowledgement that the original receipt is unavailable
• This action must be completed by the cardholder (delegates cannot complete this step)
• Cardholders are expected to make reasonable efforts to obtain a duplicate receipt prior to using this option

Use of the Missing Receipt Declaration should be infrequent and may be subject to review.

5. Timeliness and Approval

Reconciliations must be submitted in accordance with established CSU and campus deadlines.

• Approving Officials are responsible for timely review and approval of transactions within the Concur workflow
• All submissions and approvals are completed electronically; manual signatures or separate reconciliation submissions are not required

Delays or incomplete submissions may result in policy infractions or suspension of P-card privileges.

6. Compliance

All reconciliation activity is subject to audit and review. Failure to comply with reconciliation requirements, including missing documentation or late submission, may result in corrective action, including suspension or revocation of P-card privileges.

Cardholders are responsible for ensuring that all P-card transactions are properly completed and resolved.

• Returns and exchanges must be coordinated directly with the vendor, and all related documentation must be retained
• Credits for returned items must be applied to the P-card; cash refunds are not permitted
• Cardholders must monitor transactions to ensure that expected credits are received and reflected during reconciliation

P-card transactions must be processed at the time of purchase. Purchases that require invoicing, installment payments, or vendor agreements must be processed through the appropriate procurement method (e.g., requisition or direct pay), not the P-card.

Goods purchased with the P-card must be shipped to a University address unless an approved exception (e.g., home delivery) has been granted.