Business Resource Center
University of California
Office of the President
1111 Franklin St., 9th Floor
Oakland, CA 94607-5201
When a department determines there is a need to purchase an item using a Procurement Card (P-card), they either (1) ask a P-card holder in their department to purchase the item or (2) contact their BRC team and request that a P-card holder in the BRC make the purchase.
(1) Procurement Card Transactions – Card in Department
If the item is going to be purchased by a P-card holder in the department, the requestor should follow departmental purchase approval procedures before the item is purchased. Once the transaction is completed, the P-card holder sends the purchase approval form (BRC form or equivalent) and a copy of the receipt to the BRC team within 2 business days.
Forms received are date stamped, logged, and compliance-checked by a BRC preparer. The compliance checklist includes: pre-approvals; department code and FAU to be charged; appropriate departmental authorizations; business justification; policy compliance; item description, and copy of the receipt.
If the purchase documentation does not pass the compliance check, the BRC preparer works with the department to resolve issues and advises them as to what action or additional documentation is needed before the transaction can be completed.
If the purchase documentation passes the compliance check, the BRC preparer creates a purchase order in BruinBuy.
Once the order is submitted, PANs are generated and sent to the BRC mandatory reviewer, the departmental non-mandatory reviewer, and any other individuals in the requesting department who have been designated by the preparer to receive them, serving as notification that the purchase order has been created.
PANs received by a BRC mandatory reviewer must be reviewed within 2 business days. The BRC mandatory reviewer compares the information on the PAN with the documentation supporting the purchase request to ensure the transaction was processed accurately and in compliance with policies and procedures. If issues are identified, the BRC mandatory reviewer notifies the BRC preparer and a change order is processed.
The documentation supporting the purchase is retained for future ledger reconciliation. If the purchase order amount matches the transaction amount charged to the P-card, UCLA automatically makes payment to USBank.
(2) Procurement Card Transactions – Card in BRC
If the item is going to be purchased by a P-card holder in the BRC, the department completes the BRC form (or an equivalent) and submits the request to their BRC team.
Forms received are date stamped, logged, and compliance-checked by a BRC preparer. The compliance checklist includes: pre-approvals; department code and FAU to be charged; appropriate departmental authorizations; business justification; policy compliance; and item description.
If the purchase documentation does not pass the compliance check, the BRC preparer works with the department to resolve issues and advises them as to what action or additional documentation is needed before the transaction can be completed.
If the purchase documentation passes the compliance check, the BRC P-card holder purchases the item, obtains a receipt, and creates a purchase order in BruinBuy.
Once the order is submitted, PANs are generated and sent to the BRC mandatory reviewer, the departmental non-mandatory reviewer, and any other individuals in the requesting department who have been designated by the preparer to receive them, serving as notification that the purchase order has been created.
PANs received by a BRC mandatory reviewer must be reviewed within 2 business days. The BRC mandatory reviewer compares the information on the PAN with the documentation supporting the purchase request to ensure the transaction was processed accurately and in compliance with policies and procedures. If issues are identified, the BRC mandatory reviewer notifies the BRC preparer and a change order is processed.
The documentation supporting the purchase is retained for future ledger reconciliation.
If the purchase order amount matches the transaction amount charged to the P-card, UCLA automatically makes payment to USBank.
Reconciliation of P-card Monthly Statements
Each P-card holder receives a monthly statement from USBank via e-mail. The P-card holder prints the statement, compiles the receipts for the charges appearing on the statement, and writes the PO number to the corresponding charges on the statement. The P-card holder and supervisor sign the monthly statement. The P-card holder also prints the corresponding coversheet from the P-card receipts system. The coversheet, the statement, and the receipts are faxed to UCLA via a secured server. Guidelines for submitting the documentation are provided to all P-card holders.