Step 1: Submit a Signed New Card Application, Maintenance, and Closure Form
The New Card Application, Maintenance, and Closure Form (Docusign) serves as both your application for a procurement card and a way of keeping your business information current. Fill out the form with your data and ask your unit's Authorized Signer to sign both pages of the form; once they have signaled their approval by signing, submit the form via email to creditcard@berkeley.edu.
If you are a remote employee, please use your mailing address instead of your campus address on your New Card Application, Maintenance, and Closure Form.
Use the New Card Application, Maintenance, and Closure Form to apply for a new procurement card, request a change to an account, or to close an account. The form can be completed and signed electronically in Docusign.
Select a card type from the 'type of card' option on the form, enter the Cardholder information, route to your Authorized Signer for electronic signature, and submit at creditcard@berkeley.edu.
If you run into any trouble filling out the form, please do not hesitate to contact the Card Program at creditcard@berkeley.edu and we will assist you in doing so.
Step 2: Submit a Systems Access Request Application (for bluCard and Travel Study Cards only)
In order to view and reconcile procurement card transactions in the Berkeley Financial System (BFS), you will need to submit an access request via the Systems Access Request Application (SARA) (requires connection to campus internet or VPN).
While the Card Program offers several different types of procurement cards, SARA only contains two roles relevant to the Card Program: bluCard Reconciler and bluCard Approver.
Select one or both roles depending on your function in the Card Program:
- If you are applying for a new card and will be the Cardholder, select the 'bluCard Reconciler' role
- If you will be acting as a backup Reconciler for another employee's card use, select the 'bluCard Reconciler' role
- If you will be acting as a primary or backup Approver for another employee's card use, select the 'bluCard Approver' role
- If you will be acting as the Reconciler for either your own card or another employee's card use, and will be acting as the Approver for another employee's card use, select both the 'bluCard Reconciler' and 'bluCard Approver' roles
You will need your CalNet ID to log in to the SARA system; requests can be input for both yourself and other employees within your unit. All requests made via SARA are routed to management within your unit, and then to the BFS Security team for approval.
If you have questions about which role would the most appropriate one for you, you can contact the Card Program at creditcard@berkeley.edu for assistance; if you are having trouble with the SARA system or would like a status update on your request, please contact the BFS Security team at secbfs@berkeley.edu.
Step 3: Complete Required Training Modules
Before a Procurement Card can be issued and activated, you will also need to complete the required training courses for the procurement card you are applying for. You can access the online trainings via the UC Learning Center (LMS).
Please note that the training must be completed by all participants in the program; backup Reconcilers and primary and/or backup Approvers must complete the same training that a Cardholder would before they can be added to the program and given access to transactions in BFS.
All Cardholders, Reconcilers, and Approvers are also required to take an annual refresher course. You will be notified by the Card Program when it is time for you to take a refresher course or you may mark your calendar if you wish to be proactive in fulfilling this requirement.
Pursuant to UC Policy BUS-43 Part 8, Cardholders must complete cardholder training prior to receiving and using a Procurement Card. Additionally, the cardholder must demonstrate an understanding of their responsibilities to efficiently perform their duties and responsibilities as delegated to them by the department's Authorized Signer. This is done by completing the full training eCourse prior to receiving a Procurement Card.
After successfully completing the eCourse and the assessment questions, you must notify Card Program Services. Once your application is processed, your Procurement Card will be distributed to you along with instructions on how to activate your card.
Thank you for applying for a UC Berkeley Procurement card. Your new card should be arriving in one to two business weeks after you have completed step 3, to the address specified on your card application. Once received, please follow the instructions on the Activating a New Procurement Card page. If you do not receive your new card after two business weeks from completing your training and sending us the confirmation email, please contact us at creditcard@berkeley.edu.