Cardholder Process

• Approval from AS/GPSA pro staff advisor
• Send message to Jamie and provide the following: Name of student, AS/GPSA pro staff advisor, AS/GPSA area (SSC, TTV, etc.), which card(s) have been approved
• Complete the University Procurement Card Program training and save completion certificate
• Add Delegates in Concur
  • Required: Jamie Atkinson, Brendan Mahoney, AS pro staff advisor and Andres Hernandez
  • GPSA Only: Jamie Atkinson, Anna Dickson, Breana Clark
• Procurement Card Cardholder Agreement
  • Fully complete left column
  • Alfredo Barcenas to sign off as “Cardholder’s Supervisor”
  • Route to Jamie Atkinson for DA and MSO Signatures 
    • Once delegates are confirmed, will sign and return to individual 
• Submit via Concur Request
  • Remember: 
    • A Project/Task is always required 
    • Financial Unit Approver: Jamie Atkinson (all Requests and Reports will be set up to route to Alfredo once submitted)
• Meet with pro staff once expenses are available in Concur to process Expense Reports

Common Purchases and Restrictions

If AS/GPSA pro staff advisor approves a P-Card, apply now (don’t try to rush at the last minute, it takes time to go through the approval process and receive) follow our Step-by-Step Guide

Transactions need to be expensed within the month they occurred. An expense report is considered completed when the status shows “Sent for Payment” or “Processing Payment.”*

*If there are outstanding expenses on the P-Card or T&E Card at 45 days your card will be reduced to $1 and card privileges suspended for 3 months beginning with the date in which the reconciliation is approved by the university.

• Approval from AS/GPSA pro staff advisor
• Send message to Jamie and provide the following: Name of student, AS/GPSA pro staff advisor, AS/GPSA area (SSC, TTV, etc.), which card(s) have been approved
• Attend University Trainings, offered on a regular basis
  • Concur: Event Expenses & Other Reimbursements
  • UC San Diego Travel: Before You Go
  • UC San Diego Travel: Reporting Expenses
• Add Delegates in Concur
  • Required: Jamie Atkinson, Brendan Mahoney, AS pro staff advisor and Andres Hernandez
  • GPSA Only: Jamie Atkinson, Anna Dickson, Breana Clark
• Travel & Entertainment Cardholder Agreement
  • Fully complete top section
  • Alfredo Barcenas or Nicolette Solarez to sign off as “Financial Unit Responsibility Authority”
• Submit via Concur Request
  • Remember: 
    • A Project/Task is always required 
    • Financial Unit Approver: Jamie Atkinson (all Requests and Reports will be set up to route to Alfredo once submitted)
• Meet with pro staff once expenses are available in Concur to process Expense Reports

If your AS/GPSA pro staff advisor approves a T&E Card, apply now (don’t try to rush at the last minute, it takes time to go through the approval process and receive) 

How to request a Travel & Entertainment Card

Transactions need to be expensed within the month they occurred. An expense report is considered completed when the status shows “Sent for Payment” or “Processing Payment.”*

All Travel and Entertainment Card Product transactions (including T&E Card, CTS Air, CTS Hotel, and T&E - Temporary Virtual Card), are required to be reconciled within 45 days from the end date of the trip or event. 

Purchases that are made in advance of travel, such as flights or conference registrations should be added to the Expense Report that they belong to. This will push the 45-day reconciliation window forward to the travel end date that is noted in the expense report. Assigning the transactions to a work-in-progress expense report will indicate to Concur that it can stop sending any of the unassigned transaction notification emails that it normally sends to employees.  

*If there are outstanding expenses on the P-Card or T&E Card at 45 days your card will be reduced to $1 and card privileges suspended for 3 months beginning with the date in which the reconciliation is approved by the university.

• Meet with Brendan (contact for student cardholders) – schedule a time via Calendly
• Trainings offered by campus on a regular basis
  • Concur: Event Expenses & Other Reimbursements
  • UC San Diego Travel: Before You Go
  • UC San Diego Travel: Reporting Expenses
• Submit a ticket via Services & Support
• Attend Office Hours on Monday, Wednesday or Friday for Procure to Pay & Travel and Expense (campus IPPS team)