Procurement Card Program FAQ
Please contact Access Online at (877) 887-9260 and be prepared to provide the following information:
- Last 4 digits of PCard
- Monthly & Single purchase Limit
- Organization Short Name: csuca
- User ID (check your account)
Please note that PCard purchases can be declined due to various reasons (see below):
- Prohibited purchase (PDF)
- MCC Code blocked
- Purchase items over monthly/single limit
- Vendor is not within the United States
Refer to attached US BANK Access Online Cardholder Training (PDF), page 3, 4 – 8.
*A new temporary password may need to be created by the PCard Administrator, Janice Lam.
Refer to attached US BANK Access Online Cardholder Training (PDF), page 13 under Authorization Limits.
Software purchases may be approved for PCard and are evaluated on a case-by-case basis.
*If approved please note that an ATI/IT Review must be completed and submitted to procurement with a requisition for purchase via Smartsheet.
In accordance with Presidential Order 7.8, please prioritize using Cal Poly Pomona Foundation Services. PCard cannot be used for ordering food for faculty/staff training or meetings (see details below).
Presidential Order 7.8 – “Use of Foundation Services and Central Support Resources” (Est. March 2009)
Requires faculty and staff to first use Cal Poly Pomona Foundation Services (bookstore, food services, catering, campus lodging) and Graphic Communications Services (printing and publications) for all State or Foundation business before utilizing a 3rd party vendor. If on-campus facilities cannot provide the requested items, please provide a copy of their email wavier. The complete Presidential Order can be found at: http://www.cpp.edu/policies/presidential-orders/index.shtml
Complete the Approving Official Change Form, available on the Procurement Website, and email it directly to Janice Lam at jlamnguyen@cpp.edu
Refer to page 20 – 22 of the US BANK Access Online Cardholder Training (PDF), or follow these steps in the US BANK Access Online web-base training:
- Select 'Need Help?'
- Choose 'Training'
- Close the pop-up screen
- Change your role by selecting 'Commercial Cardholder' from the dropdown menu
- Go to 'Transaction Management'
- Click on 'Videos – Transaction Reallocation'
- Launch the video
Follow these steps to reimburse the university/state:
- Visit the Registrar's office to make the payment.
- Obtain a receipt.
- Secure a copy of the invoice.
- Ensure the cashier invoice includes a detailed description.
- Attach the invoice/receipt to the reconciliation packet for the corresponding month.
To create an automatic account, log in, log out, and then log back in.
For student events and field trips, please submit a hospitality form along with a list of attendees and event flyers (if applicable) to Janice Lam at jlamnguyen@cpp.edu.
The PCard cannot be used for student de-stress activities or meals.
NOTE:
If the issue persists, please contact Janice Lam directly at jlamnguyen@cpp.edu
For any travel-related inquiries, please reach out to Laura V. Martinez in Accounting Services.