Acquisition Card (ACARD) Introduction

Welcome to the Purchasing Department's ACARD Information Site.

ACARD Help Desk

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

Ordering on-line with your ACARD is easy! Click here for specific vendor  information.

DEFINITION

The Acquisition Card Program (ACARD) 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 ACARD system (with default account/subcode)
  • ACARD system sends email notification of each transaction to the cardholder, his/her approver, and assigned "reallocator".
  • Meanwhile, cardholder notes accounting info on receipt and gives it to the assigned reallocator.
  • Reallocator reviews transactions on ACARD system and receipt information to change account/subcode if necessary
  • Reallocated transactions are fed to FRS nightly
  • Transactions not reallocated will feed to FRS in default account/subcode at 10 days old
  • Cardholders receive monthly statements, review, and sign
  • Reallocators review statements and attach receipts
  • Approvers review and sign statements
  • Statements are filed in department

TIMETABLE FOR CSU IMPLEMENTATION

  • Spring 2000 - Conduct pilot program with selected departments
  • Summer 2000 - Evaluate results of pilot and prepare for full implementation
  • Fall 2000 - Offer ACARD to entire University (Training will be required to receive a card).