Purchasing Card

Purchasing Card Services provides the following:

  • University purchasing cards/declining balance cards issued by JP Morgan Chase
  • Reimbursement for USF employees through the Concur system.
  • Cash advances for USF employees through the Concur system.
  • In order to participate in the Purchasing Card program, cardholders must be familiar with all policies that govern the program. These polices are provided to ensure that Cardholders are aware of their obligations and responsibilities and to provide answers to procedural questions.

    Please note that training is required prior to receipt of a University purchasing card/declining balance card and access to the Concur Travel and Expense system.

    Please contact pcard@usfca.edu for more information.

    Related Information:

  • Travel & Entertainment Policy
  • Purchasing Card Policy
  • See Forms and Brochures for more Purchasing Card related materials.

    Purchasing Card FAQs

    What is a purchasing card?
    What is a declining balance card?
    Who can apply for a card?
    How do I apply for a card?
    How to sign up for a Concur Training?
    How do I activate my purchasing card or declining balance card?
    How do I use my purchasing card or declining balance card?
    Travel and Entertainment Policy
    What are the limits on my card?
    How long will it take for my credit card transaction to appear in Concur?
    What are the deadlines for the reconciliation process?
    Will purchases affect my personal credit rating?
    Do I have tax liability for purchasing card or declining balance card purchases?
    What do I do if my purchasing card is lost or stolen?
    How do I dispute a charge that is unfamiliar or fraudulent?
    How do I deactivate my card if I am no longer employed by the university?
    Are there expenses that are deemed prohibited?
    Fraud vs. Misappropriation

    Concur FAQs


    Who can use the Concur Expense tool?
    How do I gain access to Concur Expense?
    How do I log on to Concur Expense?
    How many expense reports do I submit each month?
    When is my expense report due?
    What is the reimbursement timeline?
    What substantiation is required for each purchase?
    What is a business purpose?
    What is A FOAP?
    How do I change my FOAP?
    Mileage reimbursement vs. Fuel purchase
    Travel meals, Entertainment meals and Reception 10 or greater
    Grant Related Expenses
    International Travel
    Can I receive e-mail reminders from Concur Expense?
    Cash Advance Feature- Request and Reconciliation
    What do I do if I accidentally made a personal purchase on my University purchasing card?
    How do I itemize an expense?
    How do I allocate an expense to multiple charging organizations?
    How do I attach receipts to my report?

    Purchasing Card FAQs

    What Is A Purchasing Card?
    USF's purchasing card is a Visa credit card issued by JP Morgan Chase. The purchasing card allows approved University employees to make business-related purchases on behalf of the University without the need for reimbursement. If interested in obtaining a purchasing card please contact your departments Business Manager.

    What Is A Declining Balance Card?
    It is a university issued credit card with a set amount to spend.

    Who can apply for a card?
    University employees who have received approval to request a purchasing or declining balance card. Approval from the President, Vice President, Vice Provosts, Dean or Business managers is required on the Purchasing Card Application form.

    How Do I Apply for a Card?
    Employees may apply for a purchasing card or declining balance card by submitting an approved application to the purchasing card administrator in the Accounting and Business Services Office. Copies of the Purchasing Card Application Form may be obtained by clicking here. In addition to completing an application, employees are required to attend a Purchasing Card training session.

    How to sign up for a Concur Training?
    There will be only one purchasing card training held each month. Please contact pcard@usfca.edu for a schedule of future trainings.

    How Do I Activate My Purchasing Card Or Declining Balance Card?
    Cardholders must call the 1-800 number on the back of the card to activate their card.

    How Do I Use My Purchasing Card Or Declining Balance Card?
    The purchasing card and declining balance card is used like a regular credit card. Present the card at the time of purchase and sign the receipt. The purchasing card must only be used to purchase business-related items (e.g. office supplies and work travel) and an original itemized receipt must be obtained.

    Travel and Entertainment Policy
    All purchasing card and declining balance card users must abide by the university’s Travel and Entertainment policies. A purchasing card agreement form must be signed upon receiving your purchasing card. It is the employee’s responsibility to check the Travel and Entertainment Policy website periodically for changes and or updates. 

    What are the limits on my card?
    There are two limits on your established purchasing card a single and a monthly transaction limit. The single transaction limit (one charge cannot exceed this amount) and monthly credit limits are determined by your business manager.

    If your limits need to be increased please seek approval from your Business Manager. To expedite this request you can e-mail your business manager (Subject: P-card Limit Increase) with the single transaction limit and/or monthly transaction limit increase needed along with whether this is a one-time (temporary) increase or a permanent increase.

    Prior to traveling on behalf of the university please keep track of your limits and the remaining available funds on your card. If an increase is required please send an increase request e-mail to your Business Manager prior to the start of your trip.

    How long will it take for my credit card transaction to appear in Concur?
    Depending on the vendor used transactions should appear within your Concur Expense account anywhere from 24-72 hours after the purchase in incurred.

    What Are The Deadlines For The Reconciliation Process?
    The last business day of every month is the end of the billing cycle. The first business day of every month, cardholders must submit expenses for the previous month’s transactions. By the third business day of every month approving business managers must review and approve all transactions for their department. If this deadline cannot be met please notify your associated business manager via e-mail.

    Will Purchases Affect My Credit Rating?
    No - the credit card bills are paid to JP Morgan Chase directly by USF each month.

    Do I Have Tax Liability For Purchasing Card Or Declining Balance Card Purchases?
    Yes - per the Internal Revenue Code if you do not provide business substantiation (original itemized receipt and complete business purpose notes) within 60 days of the purchase USF is obligated to add those amounts to your taxable W-2 wages. Reminders will be provided by Accounting and Business Services to avoid this circumstance.

    What Do I Do If My Purchasing Card Is Lost Or Stolen?
    If a purchasing card is lost or stolen, immediately contact JP Morgan Chase at 1-800- 270-7760. A JP Morgan Chase customer service representative will deactivate the account and a new card will be issued. Then notify your approving business manager and the purchasing card administrator via email that the card was lost or stolen.

    How Do I Dispute A Charge That Is Unfamiliar Or Fraudulent?
    Contact JP Morgan Chase by calling the 1-800 number on the back of your purchasing card. The Fraud Department will contact you for an affidavit. They will ask the merchant to prove the purchase and will refund your USF card if it is not proven. If this isn’t resolved within 120 days of the transaction there is no recourse and your department will have to pay the charge.

    How Do I Deactivate My Card If I Am No Longer Employed By The University?
    Return your purchasing card to your approving business manager who will notify the purchasing card administrator to cancel your account. Although you are leaving the university you are still required to reconcile all expenses prior to your departure. Expenses that are not reconciled prior to your last day may be added to your taxable wages.

    Are there expenses that are deemed prohibited?

  • Non business-related expenses
  • Gift cards/certificates
  • Furniture purchases
  • Computer purchases
  • Hazardous materials
  • Services performed by an independent contractor
  • Please check back to this link to review prohibited expenses.

    Fraud vs. Misappropriation
    All cases of potential and or intended fraud/misappropriation are taken seriously. For more information on investigation and measures taken during an investigation, please refer to the Internal Audit Manual.

    Fraud: The intentional misrepresentation of facts undertaken to mislead management, auditors, or other users of financial statements; i.e., the misappropriation or misuse of University assets, and other similar irregularities. Fraud may involve:

  • Manipulation, falsification, or alteration of records, or documents;
  • Misappropriation of University assets;
  • Suppression or omission of transactions or the effects of transactions from University records or documents;
  • Recording transactions without substance;
  • Manipulation of accounting policies; or
  • Any other act or series of acts intended to defraud the University.
  • Misappropriation: Any dishonest or fraudulent act which includes such things as:

  • Unauthorized use, taking, or destruction of University property for personal gain, or to purposely deprive the University of its use;
  • Forgery or alteration of checks, drafts, promissory notes, and securities;
  • Any taking or unauthorized use of University funds, securities, supplies, or any other asset;
  • Forgery or alteration of policy-related items, such as loans, assignments, changes in beneficiaries, etc.;
  • Any irregularity in the handling or reporting of cash transactions;
  • Fraudulent or conflict of interest decisions which result in financial loss to the University; or
  • Any similar or related irregularity.
  • Concur Expense FAQs

    Who can use the Concur Expense tool?
    USF employees may use this tool for purchasing card and out of pocket reimbursement needs.
    Student reimbursements and Petty Cash forms may be processed via Concur Invoice. Please contact Melissa Melnikoff for access to the Invoice feature.

    How do I gain access to Concur Expense?
    If a USF employees incurs out of pocket business related expenses they may seek access to the Expense tool. To do so they can watch the online tutorial and e-mail pcard@usfca.edu upon completion. The information that is required to enable their Concur profile is:

  • Employees legal name (Listed on their California License or ID)
  • Employees USF e-mail address
  • Employees Campus Wide ID Number (CWID)List of FOAPs that will need to be assessable
  • One an e-mail is sent to pcard@usfca.edu please allow 3-5 business days for account creation and confirmation of access.

    How do I log on to Concur Expense?
    There are two methods of accessing Concur:

  • Single Sign On- Through the MyUSF homepage select the Concur button in the middle of the screen. You will automatically be routed into the site.
  • External link- Type expense.usfca.edu into your web browser (Google Chrome and Firefox are the most supported browsers). The username to log on will be the first portion of the USF e-mail address while the password will be the campus wide ID number.
  • How many expense reports do I submit each month?
    One expense report may be submitted each month. Rather than creating multiple reports each month combine purchasing card and out-of-pocket expenses into one report.

    When is my expense report due?
    The last business day of every month is the end of the billing cycle. The first business day of every month, cardholders must submit expenses for the previous month’s transactions. By the third business day of every month approving business managers must review and approve all transactions for their department. If this deadline cannot be met please notify your associated business manager via e-mail.

    What is the reimbursement timeline?
    Once the report is approved by your business manager the report is then sent to Disbursements Services for review. The expense processor within Disbursements Services then has 5-10 business days or less to process a completed expense report. Provided you have a direct deposit information on file with Disbursements Services it then can take additional 1-4 business days (depending on your bank) for the funds to post to your bank account. Alternatively if direct deposit information is not provided, a physical check will be mailed to your home address after at least 10 business days.

    What substantiation is required for each purchase?
    All expense require a business purpose for each expense included within an expense report along with proper supporting documentation. USF does not require receipts for mileage expenses, nor do we require receipts for expenses of $49.99 or less. However, we encourage you to submit all of your receipts, including those for expenses of $50 or greater.

    What is a business purpose?
    Business purpose is the explanation that is required for each transaction included within a submitted expense report. Users are responsible for proving that each expense within the report is business relation. To do so users must explain how the expense relates to their business at hand. Vague or general business purposes such as “office supplies” will not be tolerated and will be sent back for additional explanation. Please contact Tracy Dip for additional information regarding business purpose if needed.

    What is a FOAP?
    FOAP is an acronym for Fund, Organization, Account and Program. Each department has a corresponding set of FOAPs for expenses to be allocated towards. Your business manager will notify Disbursement Services regarding your default FOAP settings for your expense report processing.

    How do I change my FOAP?
    Within your open expense report you will noticed that your departmental FOAP is defaulted. If your business Manger instructs you to select an alternative FOAP please select the drop down menu to select the indicated numbers. If you do not see the correct Fund, Organization, Account of Program code you were instructed to select please notify Tracy Dip for additional instruction.

    If you wish to change the default FOAP within your Concur Expense reports please contact Tracy Dip.

    If you need to allocate an expense to another departments FOAP please seek e-mail approval from the associated departments Business Manager prior to importing the expense into an expense report. Once the expense processor within Disbursement Services is notified by the Business Manager your setting will be temporarily altered. You will receive a confirmation e-mail when you are able to create a new expense report. Upon logging and creating an expense report you will notice your default FOAP has been changed to the approved string of numbers. Once the report is submitted please respond to the original e-mail requesting for your default FOAP to be restored.

    Mileage Reimbursement vs. Fuel Purchase

  • Mileage reimbursement: If you plan on using your personal vehicle for business related events please contact Melissa Diaz in Risk Management prior to traveling. Once approval from risk management is obtained and the travel has taken place you may seek reimbursement for the miles traveled. This calculation is executed through Concur Expense via a mileage calculator tool. This tool utilizes the IRS Mileage rates (updated annually) multiplied by the number of miles traveled. 
  • Fuel Purchase: Only USF owned vehicles and rental car usage may seek reimbursement for fuel related expenses. If personal car is used please refer back to the Mileage Reimbursement section. 
  • To be considered as an authorized driver for USF owned vehicles please refer to the Driver Authorization and Automobiles page..

    Travel meals, Entertainment Meals and Reception 10 or Greater*

  • Travel Meal: 1 attendee. May utilize up to $75 per day (subject to departmental guidelines). In order to be eligible for travel meal reimbursement the employee must be traveling 50 miles or greater away from the principle location of work on an infrequent basis.
  • Entertainment Meal: 2-9 attendees. Attendee names and their association with the university is required within Concur. Employees must refrain from holding meals with all USF employees in lieu of on campus meetings.
  • Reception 10 or greater:10+ attendees. You will not need to list every attendees name but instead provide the approximate number of attendees in tandem with the business purpose.
  • Grant Related Expenses
    Please contact the Office of Contracts and Grants for all grant related advising. 

    The steps for reconciling expenses that are charged to a grant budget are as follows:

  • Complete training in the Concur Travel & Expense system
  • Work with USF's grants accountant in the Office of Contracts and Grants to discuss specific grant requirements
  • Once Purchasing Card Services receives confirmation from the grants accountant, grant related budget numbers can be added to your Concur account for future expense reports.
  • All grant related expense reports over $5,000 must contain the word “Grant” in the report header, contain only grant related expenses and the box to indicate grant expense must be checked.
  • Please do not create an expense report for a grant charge if you have not completed the steps above and received confirmation that the budget number has been added to Concur.

    International Travel
    VP and/or Dean approval is required for all international travel expenses. Please discuss your travel plans with your department Business Manager prior to traveling.

    Per Diem: Per diem may be utilized for foreign travel if previously agreed upon. Business managers can utilize the Secretary of State Per Diem Guidelines for determining rates of reimbursement. Vist the US Department of State website for the Per Diem Rates by Location.

    Can I receive e-mail reminders from Concur Expense?
    Yes - you may establish which reminders you receive by selecting Profile at the top of your My Concur homepage, then Personal Information, and lastly Expense Preferences. When in your expense preferences, under the "Send email when..." header, select when you would like to receive emails by clicking in the boxes on the left of the options. Click save when finished.

    Cash Advance Feature- Request and Reconciliation Request
    Cash Advances must be requested at a minimum of two weeks prior to the date in which the advance is needed. This feature may be used only in the case where a purchasing card is not acceptable means of payment within a location or with a vendor. The cash advance must be reconciled within 30 days of the end date of the travel. Funds that are not reconciled into an expense report within 30 days of issuance or excess funds that are not returned may be added to the recipient’s taxable wages.
    Upon approval the cash advance will be direct deposited into the recipients account unless instructed otherwise. Complete a direct deposit form to receive cash advance via your bank account.

    Reconciliation
    The whole cash advance must be associated within an expense report no later than 30 days of the end date of the trip. Any unused funds of the advance must be returned to USF via check or cash.
    To associate the cash advance to an expense report…
    When in the expense report, click on the details drop down button which is located below the name of your expense report.

  • Under the cash advances heading, click on available. The Cash Advances page appears. Any outstanding approved and issued cash advances appear on this page
  • Click in box on the right hand side of each advance that you would like to associate to your report.
  • Click Assign Cash Advance to Report at the bottom of the cash advance window. The amount of the advance(s) will be deducted from the report.
  • Please note: If your cash advance is greater than the expenses you incurred you will be required to return the remainder to USF and do the following:
  • Click on New Expense on the left hand side of the screen under the expense report name. Choose the expense type cash advance return from the expense-type listing. Enter the unused amount of the advance in the amount box
  • To reimburse the University, you can provide a check and send it to the Business & Finance Office, LMN 3rd Floor
  • Please include the title of the expense report that is associated to the cash advance return in the memo line of the check
  • What to do if I accidentally made a personal purchase on my University card?
    Remembering it is against purchasing card policy to use the card for personal expenses. After vowing to not expense your personal charges on the card you may include the personal expense into your next month’s expense report and click the box “personal expense (do not reimburse),” A check can then be delivered to ABS to reimburse the university. The check can be written out to the University of San Francisco and sent to Morgan Maich at LMN 3rd floor with a comment about the personal purchase in the memo line.

    In the unlikely event you incur a personal expense, if you submit amounts owed to you in the same expense report with the expense marked as personal, the expense system will subtract out the personal amount from your reimbursement.

    How to itemize an expense?
    (e.g. deem a part as personal) You no longer are required to break out all hotel expenses if there is a detailed hotel folio provided along with your business substantiation. Movie purchases and laundry services while staying at hotels will need to be itemized, but meal, parking, and internet expenses do not have to be itemized.

  • After reconciling the expense that needs to be itemized, instead of choosing the save option at the bottom of the screen, click itemize
  • The new itemization window will open up
  • The choose an expense type box will appear in the new itemization window. Select the appropriate expense type and enter in the amount of the itemization. Continue this process until the full amount of this expense has been itemized and the balance in the remaining field is $0.00.
  • If you are itemizing a personal expense that should not be reimbursed by USF, select the Personal Expense (do not reimburse) check box when in the actual itemization expense window.
  • Complete the required and optional fields as usual
  • When done, click Save
  • How do I allocate an expense to multiple charging organizations?

  • When in your expense report, select the expenses that you would like to allocate by clicking on the boxes on the left hand side of each expense
  • A window will appear on the right hand side of the screen. Select option number 2, Allocate
  • When the allocations window appears, you will have the option to allocate by amount or percentage. The allocate by button will allow you to choose how you would like to allocate your expenses
  • After keying in the amount of percentage that you would like to allocate your expenses by, you can change the fund, organization and programs codes. By clicking within the fund, organization, and/or program code boxes, a drop down arrow will appear on the right. Use that arrow to find and select the appropriate chose(s) for your allocation.
  • When the expenses have been fully allocated, click save at the bottom of the window. After you click save, you will need to click done at the bottom of the window.
  • After you click on done, you will be taken back to your expense report. You will see a symbol that represents a pie chart next to all expenses that have been allocated.
  • Attaching Receipts

  • Concur Mobile - When utilizing the Concur mobile app, all pictures taken with your smart phone will automatically be saved within the receipt store within your Concur profile. To access the receipt store you can open your associated expense report and click the Receipts button. From there you may select Available Receipts. Once clicked you will notice all of your images are stored on the right hand side of your screen. From here you can click on the associated image and drag it on top of the related expense. The image is then attached to the specific line item.
  • Forward to receipts@concur.com - From within your expense report you may select Receipts then Available Receipts to enable a feature that will allow users to forward electronic receipts into the receipt store. Once this feature has been enabled all electronic receipts may be forward to receipts@concur.com for expense reporting ease. Once the report is ready to be reconciled users may click on the associated image and drag it on top of the related expense. The image is then attached to the specific line item.
  • Scan and Upload - To attach images to an expense report that have been scanned and saved on the desk top users can click on the Receipts drop down button then select Attach Receipt Images. From there they may click Browse and navigate to the image on the desk to, select the file click upload. Repeat steps until all files you intend to upload are attached.