Procurement Card (PCard)
The SDSU Research Foundation (SDSURF) Procurement Card (PCard) program is designed to provide a more efficient means of making routine purchases by reducing paperwork and waiting time, allowing more purchasing responsibility and control at the department and project level, and streamlining the purchasing cycle for frequent and routine purchases.
SDSURF PCards are widely accepted Visa cards issued by US Bank (USB). They are “corporate liability” cards and are intended to be the primary method used for routine, authorized business purchases within the cardholder’s delegated authority limit, including taxes and shipping. The PCard program is meant to supplement purchasing mechanisms already in place, and is not intended as an overall replacement or as a means to circumvent purchasing guidelines, requirements, and policies and procedures established by SDSURF. If use of the PCard is not practical, the use of SDSURF’s existing mechanisms such as purchase orders and personal expense reimbursements may be utilized.
New!
Emburse is an expense management software designed to streamline and automate the process of capturing receipts, allocating, approving, and tracking purchase card expenses.
US Bank Activities Vs Emburse Activities
US Bank
All cardholders will have access to US Bank Access Online
- Lost or Stolen Card
- US Bank Dispute & Fraud Process (PDF format 83KB)*
Emburse
Cardholders, delegates, and authorized approvers will login to Emburse using their SDSU credentials.
- Allocation of transactions
- Receipt management/back up documentation
- Approvals
PCard Policy & Procedure Manual (PDF format 393KB)*
New Cardholder Applications
Emburse Purchase Card Module
Getting Started in Emburse:
Cardholders, delegates, and authorized approvers will login to Emburse using their SDSU credentials.
User Guides
- PCard Allocations User Guide (PDF format 1,205KB)*
On-Demand Training Videos
- How to Allocate Transactions (6:22)
- How to Review and Approve Expense Reports (2:08)
- How to Approve Expense Report via Email (0:56)
- User Account Settings Overview (1:52)
- Managing My Delegates (1:12)
- Forwarding Receipts via Email (1:09)
FAQs
Q: What is the deadline schedule?
A: Pcard charges on expense reports will be posted to your fund after final approval. Cardholders can submit and post charges throughout the month. All charges must be allocated and final approved by the 5th business day after the statement closes.
Q: How do I set up a delegate to submit expense reports on my behalf?
A: Delegates are added and removed via account settings which are accessed by clicking your name on the top right corner of your dashboard. Select Account Settings - Delegate Settings. Add a delegate by clicking on the Add New Delegate. The new delegate will get an email notification. To remove a delegate, click on the X next to their name. Watch a video tutorial on Managing My Delegates. (1:12)
Q: Will my Approver get an approval email for each transaction I allocate?
A: An approver will only get an approval email when an expense report is submitted. They will get one notification for each report, not for each allocated transaction.
Q: What is an Expense Report?
A: An expense report is a grouping of allocated transactions. The cardholder (or delegate) has the flexibility to create and submit a report as often as desired, as long as all transactions are allocated by the 5th business day after the statement closes.
Q: Will I still have to submit a pdf pcard packet with receipts?
A: No, emailed packets are no longer required. The completed Emburse expense reports replace the emailed packets. Completed reports contain all required documentation. The reports are available in Emburse and MyRF.
Q: When is a Cardholder Maintenance form needed?
A: A Cardholder Maintenance form is needed for the following changes:
- Cancel/Close Card Account
- Change to Single or Monthly transaction limit
- Org code addition or removal
- Change to an Authorized Approver
Q: How do you email a receipt to your eWallet?
A: Attach an image or PDF to an email (or forward the email you received) and send it to the receipt-submission email address receipt@ca1.chromeriver.com.
*Note: Documents in Portable Document format (PDF) require Adobe Acrobat Reader 9.0 or higher to view. Download Adobe Acrobat Reader
*Note: Documents in PowerPoint format (PPT) require a viewer to view. Download PowerPoint Viewer
