Procurement Card (PCARD) Introduction

Welcome to the Purchasing Department's PCARD Information Site.

PCARD Help Desk

(970)491-5752 or PCARD@purchasing.colostate.edu

DEFINITION

The Procurement Card Program (PCARD) is a purchasing method whereby users in the department are issued a MasterCard to make small non-recurring purchases under $3000.00.

BENEFITS

  • Like any MasterCard, it is accepted by most merchants - worldwide!
  • Great for phone orders, rush orders
  • No waiting for prepayment checks
  • Eliminates vendors calling about payment (vendors receive payment in a day or two)
  • Cardholders shop for best pricing
  • Reduction in number of checks written

OVERVIEW OF PROGRAM

  • Each MasterCard has CSU name/logo plus the name of the cardholder (faculty/staff)
  • Cardholder buys something with the card and gets a receipt
  • Merchant sends transaction to bank (electronically) for collection
  • Bank sends transaction data to CSU daily
  • Transactions are fed into Kuali Financial System (with default account/object code)
  • Kuali Financial System sends email notification of each transaction to the cardholder, assigned "reallocator", and fiscal officer
  • Meanwhile, cardholder notes accounting info on receipt and gives it to the assigned reallocator.
  • Reallocator reviews transactions on Kuali Financial System and receipt information to change account/object code if necessary
  • Transactions not reallocated will feed to FRS in default account/object code at 21 days old
  • Cardholders receive monthly bank statements, review, sign, and give to their reallocator
  • Reallocators review transactions and attach receipts
  • Cardholder reviews monthly statement and signs
  • Statements are filed in department