Acquisition Card (ACARD) Forms

  • ACARD Program Entry - Used by Directors and Department Heads to notify ACARD Administration of their desire to participate in the ACARD program.  To be used whenever there is a change in Directors/Department Heads or new department to update the ACARD system.
  • ACARD Approver Agreement - Used to authorize a new Approving Official to review and approve Cardholder transactions and documentation.  ***Please attach a list of cardholders who will be affected by this form.***
  • ACARD System User Access - Used for Reallocators and Approvers to request, change, or delete access to Cardholder transactions in the ACARD System.  ***Please attach a list of cardholders who will be affected by this form.***
  • Cardholder Account Instructions - Instructions to be used for completing the ACARD Cardholder account form.
  • Cardholder Account (New - Change - Delete) - Used to establish a new Cardholder with ACARD, for changes to Cardholder information (i.e. to change number of transactions and spending limits, to change default account numbers, to change approving official or reallocator, etc.), and to notify ACARD Administration that a card should be cancelled.
  • Certification of Lost /Unavailable Documentation - Used when a cardholder is unable to provide the required merchant receipt or transaction documentation.  Chronic use of this form by a Cardholder who routinely does not obtain or retain merchant documentation should be reported to ACARD Administration.  This form is required for any ACARD transaction that is not accompanied by documentation from the merchant.
  • Certification of Lost/Unavailable Documentation Instructions - Instructions to be used for filling out a Certification of Lost/Unavailable Documentation.
  • Documentation for Expenses Related to Official Functions - Used for any Official Function (OF) including facility rental, decorations, awards, and food/beverage for personal consumption.
  • ACARD Order Log - Used by departments who require their cardholders to maintain data on their transactions.
  • Receipt for Return of Card - Used when a Cardholder leaves a department, or will no longer perform purchasing functions on the behalf of the department, and has returned the ACARD to their Approving Official or Reallocator.
  • Violation Warning - Used to notify a Cardholder and ACARD Administration of a violation of Acquisition Card policies.  This form is signed by the Approving Official and by the Cardholder, then a copy is sent to ACARD Administration.
  • Violation Warning Instructions - Instructions to be used for completing the ACARD Violation Warning form.
  • Official Function Request Form - Used to request a Cardholder be granted limited or full official function status.  This form must be signed by the Dean or VP, along with the official function approver.
  • Certificate of Exemption for Colorado State Sales/Use Tax - Used when a merchant requires tax information for CSU.
  • Hilton ACARD Procedures - Process for using the Fort Collins Hilton with an ACARD.
  • ACARD Approval Request for 5-3 Account as Default Form - A 5-3 account MAY be approved as a default for a PI who has ONLY a 5-3 to charge Requests for this exception will be reviewed by Sponsored Programs on a case-by-case basis. Complete the form and forward it to: Office of Sponsored Programs, Dept #2002

Please forward all ACARD forms, with original signatures, to:

ACARD
Purchasing Department
6010 Campus Delivery