Procurement Credit Card Program
The Procurement Credit card is an innovative alternative for making purchases of non-value added and low dollar value purchases by the cardholder that reduces costs to the University and improves processing time. With the ease of a widely accepted Procurement Card, employees may make walk-in, telephone, catalog or Internet purchases typically up to $1,000 (including tax), without the approval of the Procurement Office. The card allows departments to effectively control and monitor small purchases and reduce acquisition time and paperwork. Departments are encouraged to use the Procurement Credit Card for routine, day-to-day purchases in order to achieve cost savings and improve processing time for such items.
Procurement and Support Services administers the credit card program and is responsible for coordinating and evaluating all aspects of the program. The program administrator is responsible for processing cardholder and approving official applications, program training, account maintenance, auditing and reconciling cardholder monthly reconciliation documents.
Qualifications for cardholder
Eligible employees include full-time staff or faculty with a minimum appointment of six months or greater. Temporary employees (appointment less than 6 months), Cal Poly Pomona Foundation employees, Associated Students Inc. employees, retired annuitants, volunteers, and student assistants are NOT eligible for a Cal Poly procurement card.
Procurement Credit Card User's Handbook
The Procurement Credit Card User's handbook (PDF)
Procurement Credit Card Forms
Credit Card Application (Exhibit A) (PDF)
Monthly P-card Purchase Summary F-3850-1 (Exhibit C) (PDF)
Certification of Goods Form (Exhibit D) (PDF)
Alternating Approving Official Memo (Exhibit E) (PDF)
Change Approving Official Form (Exhibit F) (PDF)
Signature Authorization Form F-459 (Exhibit G) (PDF)
The billing cycle ends on the 22nd of each month. Exception: when the 22nd falls on a weekend or holiday, the billing cycle will end on the following business day.
Transaction Reports (Statements)
Usually available to print on the 24th of each month.
Reconciliation Due Date
Reconciliations must be received in Procurement and Support Services, Bldg. 75 NO later than 5:00 p.m. on the 10th of the following month. Exception: when the 10th falls on a weekend or holiday, the due date will be the end of the following business day.
You will receive an e-mail reminder when statements are available to print.