How to Create a Procurement Card Action/Update Request


Overview


This article assists with creating a Procurement Card Update Request in Concur. Please note, in order to process a Procurement Card Update Request on behalf of another UCSD employee, the employee will need to add you as their delegate.

Prerequisites


Essential Information


Next Steps


  1. Log into Concur using your Single Sign-On.
  2. Click on Start a Request at the top of page.
  3. The New Request page will display.
  4. In Request Type, select Card & Payment Products Request, this will update the form to the Card & Payment Products form.
  5. In Date, click on the Calendar icon, then select today's date, or manually enter today’s date.
  6. 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.
  7. In User Type, select UCSD Employee.
  8. In Payment Product Type, select UCSD Procurement Card.
  9. 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.
    1. If you have any questions on what to enter in the financial fields, please speak with your fund manager.
  10. In Business Purpose/Additional Information, enter the following for:
    1. Card Cancel: State "Card Cancel", as well as the reason for cancel.
    2. Permanent Limit Increase: To avoid a delay in processing, provide a detailed justification on why the permanent increase is being requested.
    3. 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.
    4. Mail Code Change: provide the reason for the mail code update (please note that the billing address on a Procurement Card cannot be changed).
    5. Name Change: state the reason for the name change.
    6. P-Card Merchant Category Code (MCC) Request: A detailed and valid business purpose of what is being purchased and why.
    7. 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.

  11. When you are done making entries, click Save.

  12. Select Add under Expected Expenses.
  13. The Add Expected Expense pop-up will display.
  14. From this window, under University Card, select desired expense type for:
    1. Card Cancel, select Close/Cancel Card.
    2. Permanent Limit Increase, select Limit Increase/Decrease.
    3. Temporary Limit Increase, select Limit Increase/Decrease.
    4. Mail Code Change, select Update Billing Address or Mail Code.
    5. Name Change, select Update Name on Card.
    6. P-Card Merchant Category Code Request, select PCard MCC Request.
    7. P-Card Ship Goods to Off-Campus Address, select PCard Ship Goods to Off-Campus Address.

      NOTE:  
      This article does not cover New Card Requests or Delegation of Authority Requests, please refer to KB0032050: How to Request a New Procurement Card and KB0033373: How to Submit a Procurement Card Delegation of Authority Request in Concur.


  15. 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.

  16. A new page will display with Expense information. In Payment Product Type, select UCSD Procurement Card.
  17. 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.
  18. Click Save to save entries for the selected Expense Type.

  19. Under Expected Expenses, a line item containing your selected Expense Type will display.
  20. To add attachments, select the Attachments button located on the upper left of page, then select Attach Documents.
    1. A Permanent Limit Increase requires the signed Procurement Card Permanent Limit Increase Form.
    2. Any Limit Increase or MCC request requires the invoice or detailed breakdown of the purchase(s).
  21. To attach the necessary documentation, select Upload and Attach to select a file(s) to upload.
  22. To submit your request, select Submit Request, scroll and read through the acknowledgements, then select Accept & Continue.



  23. 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.
    1. 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.

Questions?


If you need any additional assistance, please submit a ticket here, or call the IPPS Help Desk at (858) 534-9494.