Procurement Card

Eligibility & Getting the Card

Learn if you are eligible for a Procurement Card and how to get one on the links below.

Who Can Get a Card?

You are eligible for a Procurement Card if you:

  • Are a current UCD employee on active payroll status
  • Receive departmental approval
  • Complete the required training

The program is aimed at employees who already have responsibility for purchasing supplies for their department. You should have a working knowledge of campus procurement policies and procedures before applying for the card.

If a card is requested for someone who does not already have purchasing responsibilities, a justification will be required on the application. These cards will only be issued on an exception basis where a significant business need is demonstrated.

There are no geographic limits to card eligibility. Employees in field stations, who meet all other requirements, may be good candidates for the program.

How Do I Get a Card?

Before You Begin

To apply for a Procurement Card, you must be a permanent, limited, or temporary UC Davis employee who has been delegated authority for departmental purchasing by your department. You must also receive approval from your department prior to applying for the Procurement Card.

  What to Do How to Do It
  The Cardholder must ...
1 Take the Cardholder Training Complete the online Purchasing Cardholder Training. Once you have completed the training, and agreed to the certification statement at the end, you will be able to access the application.
2 Complete the Cardholder portion of the Application You will need a UCD login ID and Kerberos password to access the application.
3 Record the Request Number Once your application is complete, a Procurement Card Request Number will be displayed. Write down the number, as you will need to provide it to your Fiscal Officer.
4 Print Cardholder Agreement Print the Cardholder Agreement at the end of the application.
  • Read and sign the agreement
  • Secure the signature of your supervisor
  • Submit the agreement and Procurement Card Request Number to your Fiscal Officer who will complete the application process
5 Complete New Cardholder Onboarding Complete the in-person onboarding program held once a month. See below.
  The Fiscal Officer must ...
6 Take the Purchasing Card Reviewer Training Complete the online Purchasing Card Reviewer Training.
7 Complete the Fiscal Officer portion of the application You will need the Procurement Card Request Number printed on the cardholder agreement.
  • Enter the request number to access the application
  • Complete the fields on the application form
  • Sign the cardholder agreement and send it to the Procurement Card Application Processor
The department should keep a copy of the cardholder agreement for their records.
8 Answer the e-mailed questions You will receive an e-mail after the application has been submitted. You must respond to the questions in the e-mail to finalize the application.
  Procurement & Contracting Services will ...
9 Submit the application to the bank When the Procurement Card Application Processor has received all of the required information, the application will be submitted to the bank and the Fiscal Officer will be notified.
10 Contact the cardholder when the card arrives The Procurement Card Application Processor will arrange to have the card delivered to the cardholder approximately 7 - 10 days following submission of the application to the bank. Alternatively, arrangements can be made to have the card picked up by the cardholder. The card can be released only to the cardholder.
  The Cardholder must ...
11 Sign and activate the card
  • Sign the back of the card immediately upon receipt.
  • Activate the card by calling the 800 number indicated on the sticker. The recorded prompt will request the last 4 digits of your social security number; you should provide the last 4 digits of your employee ID number instead.
Procurement Cardholder Onboarding

This onboarding has been created in order to provide a high-level overview of the Procurement Card program highlighting important policies and procedures to new cardholders. Topics that will be discussed include the purpose and uses of the P-Card, responsibility of the cardholder, identifying fraud, tips on how to handle the PCDO document, and a Q&A.

A monthly live webinar will be held.

  • The meeting will be scheduled by the P-Card Coordinator.
  • Communication via e-mail will be distributed to the new cardholders alerting them of the required meeting.
  • The meeting will be an hour long.

The new cardholders will be required to attend the meeting within the first 30 days upon receiving their card.

  • If the cardholder is unable to attend the live webinar they must make arrangements with the P-Card Coordinator to attend another meeting.
  • If they cannot attend a meeting and fail to communicate with the P-Card coordinator within the first 30 days of receiving their card, the P-Card Administrator will suspend their card until arrangements have been made to attend the onboarding. The fiscal officer will be notified that the cardholder’s card has been suspended.

The onboarding program will help ensure that you have the tools and resources you need to feel confident using your Procurement Card!