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Procurement Card

University Policy Information and Knowledge Base Articles (KBAs)

Recreation Procurement Card Policy

  • Per University policy, cardholders are responsible for their transactions and reports. Expense reconciliation is a service provided by the Recreation Business Office. In many other campus departments, cardholders prepare their own expense reports.

  • Itemized receipts and transaction information should be sent to rec-pcard-receipt@ucsd.edu immediately after purchase. Reminders sent by the PCard Team are a courtesy, they should not be the main thing prompting you to submit receipts.

  • Per University policy, Procurement Card transactions should be submitted and approved within 30 days.

  • Per University policy, Procurement Card holders should submit 1 report per month. In order to capture all expenses for the month into one report, please do not submit your report until at least the 1st of the following month. For example: October’s report should be submitted on or after November 1.

  • Habitually failing to follow Procurement Card policy can lead to card privileges being suspended.

How to Submit PCard Information for Processing

Receipts and related information are submitted via email to: rec-pcard-receipt@ucsd.edu

Email must contain the following information:

  1. Itemized Receipt
  2. Project/Task or Index Number
  3. Detailed Business Justification

Receipt Requirements

A valid receipt must:

  • Be legible (i.e., able to read, no text is cut off)
  • Be itemized (i.e., show what was purchased, tax amount, etc.)
  • Show date of transaction
  • Show vendor name
  • Show proof of payment

Business Justification Requirements

A detailed Business Justification provides adequate information to substantiate that it was a legitimate business expense.

  • General Supplies: purpose of supplies, location of where supplies will be used, program area using the supplies
  • Special Event: name, date and location of special event
  • Special Project: name of project, location where services performed, or supplies used
  • Conference Registration: full name of attendee, name of conference, date of conference, onsite or virtual event

Business Justification Examples

Incomplete Example: Various parts and supplies

Good Example: General purpose maintenance supplies for RIMAC equipment room.

Incomplete Example: Equipment parts

Good Example: [Name specific parts] for [specific equipment] used by [program area] at [location].

Incomplete Example: Steam cleaning and pressure washing

Good Example: Steam cleaning and pressure washing for [specific location(s)].

Incomplete Example: Conference registration for Joe Schmoe

Good Example: Conference registration for [full name of person] to attend [name of conference] on [dates]. This is a [virtual/local] event.