Overview

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• This article will demonstrate how to submit a Procurement Card Delegation of Authority Request in Concur
• Only a cardholder can submit a a Delegation of Authority request in Concur. Delegation of Authority requests cannot be submitted by anyone other than the cardholder, a delegate can prepare the request, but it must be submitted by the cardholder
• The Request will be routed to the cardholder's Department Administrator (DA) and Financial Unit approver before reaching the Procurement Card team for final review and approval

Critical Concepts

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• A Procurement Card Delegation of Authority Request should only be submitted in Concur. This procedure only applies to the Procurement Card.
• Cardholders are responsible for submitting Procurement Card Expense Reports unless they have submitted and received approval to have Delegation of Authority on their profile 
• Procurement Card Delegation of Authority Request can only be submitted by the requesting Cardholder
  
  • Submission of the Procurement Card Delegation of Authority Request cannot be delegated
  • If the Procurement Card team receives a Procurement Card Delegation of Authority Request from someone other than the requesting cardholder, the request will be denied
• Once you submit your Procurement Card Delegation of Authority Request in Concur, you are agreeing to abide and remain in compliance with the following statements:
  • This serves as a formal request to delegate the ability to submit p-card reports in Concur. I acknowledge that I am responsible for all charges on my Procurement Card in accordance with the Cardholder Agreement and am still required to provide all supporting documentation, detailed business purpose descriptions and costing information to my delegate. I acknowledge responsibility for addressing any and all inquiries as they relate to audit(s) and financial accountability for any and all transactions.
  • Procurement Card Expense Delegation: As a Procurement Card cardholder, this serves as my formal request to delegate the ability to submit p-card reports in Concur. I acknowledge that I am responsible for all charges on my procurement card in accordance with the Cardholder Agreement and am still required to provide all supporting documentation, detailed business purpose descriptions and costing information to my delegate. I acknowledge responsibility for addressing any and all inquiries as they relate to audit(s), whether internal or external, and financial accountability for any and all transactions. This responsibility may not be delegated.  I am also aware that I can view my card’s activity in Concur and in US Bank’s Access Online. 

Steps to Take

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Procurement Card Delegation of Authority Request

1. Log into Concur using your Single Sign-On
2. Click on the Requests module
   
3. Click on Create New Request
   
   
4. Complete the Request Header, all fields with a red asterisk are required
   
   • In Request Type, select Card & Payment Products Request. A Card & Payment Products form will update and display
   • In Date, click on the calendar icon to the right and select today's date, or manually enter today's date
   • In Request name, enter "Delegation of Authority"
   • In User Type, select UCSD Employee
   • In Payment Product Type, select UCSD Procurement Card
   • Your full Chart of Accounts is required for this report, Project/Task information is optional
     • For guidance on obtaining your financial information, please consult with your Fund Manager
   • In the Business Purpose, enter "Requesting Delegation of Authority to submit P-card Expense Reports"
     
     Once the required fields are completed, select Create Request  
     
5. Under Expected Expenses, select Add to select an expense type
   
6. A pop-up will display, under University Card select PCard Expense Report Delegation
   
   
7. A new window will display. Complete the following required fields:
   
   • In Payment Product Type, select UCSD Procurement Card
   • Enter the last 4 digits of existing Procurement Card
   • Your UCPath Employee ID will be automatically completed
   • In the Comment box, enter the reason you are requesting for expense report delegation
     Once the required fields are completed, click Save
     
     
8. Optional: On the PCard Expense Delegation expense line, click on the yellow triangle to the left to view acknowledgement of Expense Report Delegation Agreement 
9. Click Submit Request
   
   
10. In the Final Review pop-up:
    
    • Read and review the Procurement Card Expense Delegation Agreement
    • Scroll and read through the rest of the Card & Payment Product Requests acknowledgements
      Once you are done, click Accept & Continue to submit the request
      
11. Once the request is submitted by the cardholder, the request will be routed to the cardholder's Department Administrator (DA), then their Financial Unit Approver, before routing to Central Office for final review and approval
12. You can check to see if your account has been authorized to have others submit Expense Reports on your behalf in Concur:
    • Click Profile on the top right corner of your Concur
    • Click Profile Settings
    • On the left-hand menu, under Expense Settings, select Expense Information
      
      
    • If the field PCard Expense Report Delegation has a check mark in the box, your Concur Profile has Procurement Card Expense Report Delegation
      
13. If there is not a check mark, your Concur profile does not have authority for others to submit Procurement Card Expense Reports on your behalf
    • If this should be checked, review the status of your Concur Request to verify that it has been approved. If the request has been approved by Central Office and you have not been granted expense report delegation, please submit a ticket to the Procurement Card team in Services and Support for further review