Program Management

Forms and Procedures

Below are the basic forms and procedures used by your Department to request participation in the Procurement Card program and locally manage use of the program. Submit completed forms to Card Program Services at creditcard@berkeley.edu. All forms should be filled out and signed electronically; no hard-copy forms or wet-ink signatures required.

Memorandum of Agreement (MOA)

The MOA is an agreement between your Department and Card Program Services required for participation in the Procurement Card program. It identifies the Authorized Signer and (optional) Delegated Signer for the Department, the Org Nodes involved, and includes a detailed description of Departmental roles and responsibilities. It is imperative that information noted on the MOA remains up-to-date and accurate (such as the name of the business officer who currently manages the program for a unit) to ensure there is no interruption in processing card requests for your unit.

Cardholder Account Form (CAF)

Requests for actions related to individual card accounts are made with a Cardholder Account Form (CAF). All requests must be approved by the Authorized or Delegated Signer identified in the Department’s Memorandum of Agreement. Actions made by CAF request include opening a new card account (see detail below); changing card limits, default chartstring, etc., assigning proxy reconcilers and approvers; closing or reactivating an account.

New Card Accounts

Requesting a new card

The Cardholder Account Form (CAF) is used to explain the Department's need for the procurement card, set card limits, and identify the Cardholder and those who will reconcile and approve transactions in BFS. Before sending the CAF to Card Program Services, make sure all these individuals have access to the system. Anyone assigned a Reconciler or Approver role in BFS, including the Cardholder, must request and receive access to the role through the SARA system before Card Program Services can complete the process of issuing a card or assigning BFS roles.

Before receiving the card

Prospective bluCard Cardholders and Approvers must complete online training through the UC Learning Center (LMS). Currently, the required course is the bluCard Program Basics (course code: BEPRO2021).

Prospective Event Planner Cardholders and Approvers must attend a 1.5 hour training webinar, held monthly. If you are interested in being added to the invitation list for an upcoming webinar, please email us at creditcard@berkeley.edu.

When receiving the card

The cardholder is required to read, understand, and sign an Individual Delegation and Agreement form; the cardholder will also receive instructions on activating the card.

After receiving the card

The cardholder must keep the card and account number secure at all times. The department's Authorized Signer is responsible for ensuring that proper internal security procedures are in place. Only the cardholder is delegated authority to make purchases with a pro-card; it is NOT a "department card".

How the Program Works

  • The cardholder purchases directly from the supplier by phone, fax, over the Internet, or in person.
  • The vendor directly sends goods to the department, whenever possible, with packing slips and billing receipts.
  • U.S. Bank pays the supplier within 48 to 72 hours.
  • The bank batches all card transaction data and submits a daily summary bill by EDI (electronic data interchange).
  • Disbursements pays the bill, using EFT (electronic funds transfer).
  • The daily transaction data received by EDI is loaded into the Berkeley Financial System (BFS) and charges for each Cardholder are loaded into the BFS staging table for reconciliation.
  • The department has up to 15 days to reconcile and approve the online data with transaction paperwork provided by the cardholders and the suppliers (see Documentation Requirements for more information on this). The reconciler in BFS must apply the tax calculator within the 15-day staging period to ensure sales and use tax is properly recorded in BFS. Cardholders can upload their receipts and other documentation to the BFS staging table for review by their Approver via a comment.
  • After 15 days, transactions automatically clear from the bluCard screens and load to the General Ledger.

Roles and Responsibilities

Separation of Duties - Transactions

Because UC Policy for procurement card programs (see BUS-43) requires that the person making a purchase be separate from the person who reviews the transaction documentation, there is always a distinction between two main roles in every card transaction:

  • Purchase/Reconciliation Function (Cardholder)
  • Review Function (Approver in BFS - cannot be in a subordinate relationship to the Cardholder)

Key Program Roles and Responsibilities

The following is a brief summary of roles and responsibilities associated with this card program:

Authorized Signer

This person's information should be listed on the Card Memorandum of Agreement which is on file at Card Program Services. Accepted responsibility includes accountability for Department compliance with the card program requirements. Authorizes new cards,sets credit limits, and approves changes to limits and card program policy.

Cardholder

The Cardholder is an individual who has been delegated written authority to use a card by the campus Procurement Operations Manager. Only the Cardholder has the authority to use his or her card. A signed Cardholder Account Form for the cardholder should be on file at Card Program Services.

Reconciler

The Reconciler is responsible for assembling documentation for a card purchase and making sure all itemized details, evidence of receipt, and authorizations are present; reconciles card transactions in BFS. It is considered best practice for the Cardholder to also act as the Reconciler, however, the Approver in BFS or a third person may perform this function.

Approver in BFS

Reviews purchases made by Cardholder and work of Reconciler, notifies them of any errors, and approves transactions in BFS to show these steps have been taken.