Overview

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• This article will assist in creating a Procurement Card Update Request in Concur
• To process a Procurement Card Update Request on behalf of another UCSD employee, the employee will need to add you as their delegate
• To learn how to assign users to act on your behalf, please see the KBA on How to add a Request Delegate and an Expense Delegate in Concur
• To learn about acting as a delegate for another user, please see the KBA on How to act as a Delegate in Concur
• Concur identifies the employee payee in the Payment Type: Payment to Employee as the user submitting the Expense Report, or the user that the delegate is acting on behalf of
• To learn how to apply for a new card, please refer to the How to Request A New Procurement Card KBA
• To learn how to request for Procurement Card Expense Report Delegation (Delegation of Authority), please refer to the How to Request Delegation of Authority KBA

Critical Concepts

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• Become familiar with Procurement Card Policies before making any updates to the card, refer to the Procurement Card Blink Pages for policy and restriction information
• If a limit increase request is larger than normal, there should be higher levels of accountability to reduce your department's liability
  
  • Review the Common Purchases & Restrictions page in Blink to verify no purchases are made from the restricted items list, no contracts are required or signed, and attachments are appropriately uploaded
  • If it is a questionable purchase, contact the Procurement Card team via Services and Support to ensure your department’s Procurement Cards are not put at risk of suspension or closure
• The following actions are available in Concur:
  
  • Card Cancel
  • Permanent Limit Increase
    
    • Sign and complete the Procurement Card Limit Increase Form before making this Request
  • Temporary Limit Increase
  • New Card Request
    • To learn how to apply for a new card, please refer to the How to Request A New Procurement Card KBA
  • Delegation of Authority
    • To learn how to submit this request, please refer to the How to Submit a Procurement Card Delegation of Authority Request KBA
  • P-Card Merchant Category Code (MCC) Request
  • Mail Code Change
  • Name Change
  • P-Card Ship Goods to Off-Campus Address

Steps to Take

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1. Log into Concur using your Single Sign-On
2. Click on the Requests module at the top of page, the Requests module homepage will display
   
3. Select Create New Request from the top-right of page
   
4. The New Request page will display
   
5. In Request Type, select Card & Payment Products Request, this will update the form to the Card & Payment Products form
   
6. In Date, click on the Calendar icon, then select today's date, or manually enter today’s date
   
7. In Request Name, depending on the request type you are making, enter Temporary Limit Increase, Card Cancel, Permanent Limit Increase, Mail Code Change, Name Change, MCC Request or P-Card Ship Goods to Off-Campus Address
   
8. In User Type, select UCSD Employee
   
9. In Payment Product Type, select UCSD Procurement Card
   
10. All fields with a red asterisk are required. A full Chart of Accounts is required for this request, any additional financial information (Project/Task) is optional
    • If you have any questions on what to enter in the financial fields, please speak with your fund manager
      
11. In Business Purpose/Additional Information, enter the following for:
    
    • Card Cancel: State "Card Cancel", as well as the reason for cancel
    • Permanent Limit Increase: To avoid a delay in processing, provide a detailed justification on why the permanent increase is being requested
    • Temporary Limit Increase:
      
      • Provide a valid business purpose of what you are needing to purchase with the limit increase
      • Provide a quote or detailed list of goods and services
      • Provide a contract/agreement involved with the purchase
      • Include any additional relevant information for ease in processing this Request in a timely manner
    • Mail Code Change: provide the reason for the mail code update (please note that the billing address on a Procurement Card cannot be changed)
    • Name Change: state the reason for the name change
    • P-Card Merchant Category Code (MCC) Request: A detailed and valid business purpose of what is being purchased and why
    • P-Card Ship Goods to Off-Campus Address: A detailed and valid business purpose of why you need to be able to ship goods to an address other than campus
      
      Note: In instances where there is not sufficient information for the Procurement Card team to review, your Request will be returned
      
      
12. When you are done making entries, click Save
    
    
13. Select Add under Expected Expenses 
    
14. The Add Expected Expense pop-up will display
    
15. From this window, under University Card, select desired expense type for:
    
    • Card Cancel, select Close/Cancel Card
    • Permanent Limit Increase, select Limit Increase/Decrease
    • Temporary Limit Increase, select Limit Increase/Decrease
    • Mail Code Change, select Update Billing Address or Mail Code
    • Name Change, select Update Name on Card
    • P-Card Merchant Category Code Request, select PCard MCC Request
    • P-Card Ship Goods to Off-Campus Address, select PCard Ship Goods to Off-Campus Address
      
      This article does not cover New Card Requests or Delegation of Authority Requests, please refer to How to Request a New Procurement Card and How to Request Delegation of Authority.
      
      
16. The following is an example of a Temporary Limit Increase. Under University Card, select Limit Increase/Decrease
    
    Contract Involved? If Yes, the Procurement Card cannot be used as the payment method for this expense. See explanations to assist you in determining the correct payment type to select when using Oracle and Concur.
    
17. A new page will display with Expense information. In Payment Product Type, select UCSD Procurement Card
    
18. Using Temporary Limit Increase as a example, complete the fields with a red asterisk, they are required:
    
    1. Increase/Decrease: select Temporary Increase
    2. Last 4 Digits of Existing Card
    3. Temp Limit Start Date 
    4. Temp Limit End Date
    5. Single Transaction Limit as needed
    6.  Cycle Limit as needed
       
       For other Expense Types, enter the required information as follows:
       • Card Cancel:
         • Last 4 Digits of Existing Card
         • Reason for Cancellation
         • Card Close/Cancel Effective Date, do not future date the Card Cancel Request, even if the Card Cancel Request is future dated, the Procurement Card team will cancel the card in question when the Request is received at Central Office
       •  Permanent Limit Increase:
         • Increase/Decrease, select Permanent Increase
         • Last 4 Digits of Existing Card
         • Single Transaction Limit as needed
         • Cycle Limit as needed
       • Mail Code Change:
         • Last 4 Digits of Existing Card
         • Updated Mail Code
           
       • Name Change:
         • Update Name on Card
         • Last 4 Digits of Existing Card
         • Name on existing Card
         • New First Name and Last Name
           
       • PCard MCC Request
         • Payment Product Type
         • Cardholder Name
         • Contract Involved? If Yes, the Procurement Card cannot be used as the payment method for this expense. See explanations to assist you in determining the correct payment type to select when using Oracle and Concur
         • Lyft Event/Concierge? If Yes, Lyft Events and Lyft Concierge require additional set-up and approval. Submit a request via the UC San Diego Services & Support Portal, see this Blink page for information and guidance on this process
         • Permanent/Temporary
         • MCC Code: If applicable, the Procurement Card team can locate it if you were declined or have received an exception for the vendor before in the past
           • For more information on obtaining the MCC for a purchase, please see this Blink FAQ
             
       • P-Card Ship Goods to Off-Campus Address:
         • Payment Product Type
         • Last 4 Digits of Existing Card
           
19. Click Save to save entries for the selected Expense Type
    
    
20. Under Expected Expenses, a line item containing your selected Expense Type will display
    
21. To add attachments, select the Attachments button located on the upper left of page, then select Attach Documents
    
    • A Permanent Limit Increase requires the signed Procurement Card Permanent Limit Increase Form
    • Any Limit Increase or MCC request requires the invoice or detailed breakdown of the purchase(s)
      
22. To attach the necessary documentation, select Upload and Attach to select a file(s) to upload
    
23. To submit your request, select Submit Request, scroll and read through the acknowledgements, then select Accept & Continue
    
    
    
    
24. Once the Request has been submitted, it will be routed to your Department Administrator (DA), your Financial Unit (FinUnit) approver, then Central Office for final review and approval
    
    • Once the Procurement Team receives the Request, based on the Expense Type:
      
      • Card Cancel: your card will be cancelled within 24 hours
      • Permanent Limit Increase: Your request will be reviewed within 48 hours
      • Temporary Limit Increase: Your request will be reviewed within 48 hours, if additional information is required, we will send the Request back, based on your input, the Request will be approved or denied
      • Mail Code Change: Your request will be reviewed within 48 hours
      • Name Change: Your request will be reviewed within 48 hours
        
        • You will receive your new card in about 7-10 business days from U.S. Bank
        • In the meantime, you can continue to use your current card
        • Once you have received your new card, please destroy your old card
        • For any tracking related inquiries, please contact U.S Bank at (800) 344-5696
      • P-Card Merchant Category Code (MCC) Request: Your request will be reviewed within 48 hours, if additional information is required, we will send the Request back, based on your input, the Request will be approved or denied
      • P-Card Ship Goods to Off-Campus Address: Your request will be reviewed within 48 hours, if additional information is required, we will send the Request back, based on your input, the Request will be approved or denied