Overview

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This article demonstrates how to apply for a Human Subject Procurement Card. Please note, only a cardholder is eligible to submit a new card Request in Concur. 

Prerequisites

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• Before applying for a Human Subject Procurement Card, please review the Human Subject Procurement Card Blink Pages to understand the restrictions and regulations that apply to this card.
• Complete the University Procurement Card Program training and save the completion certificate before starting this Request.
• Before starting the request, fill out the following:
  
  • Procurement Card Cardholder Agreement
  • Human Subject Procurement Card Cardholder Addendum

Essential Information

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• Red alerts in a request are hard stops that provide information as to what you need to update or what you are missing.
• Orange alerts are informational only and provide key details about policy that you should be aware of upon submission.

Requests on Behalf of Another Employee

• To create a Human Subject Procurement Card Request on behalf of another UCSD employee, the employee will need to add you as their delegate.
• Concur identifies the employee payee as the user submitting the Request, or the user that the delegate is acting on behalf of.
• To learn how to assign users to act on your behalf, please refer to KB0031969: How to add a Request Delegate and an Expense Delegate in Concur.
• To learn how to act as a delegate for another user, please refer to KB0031975: How to act as a Delegate in Concur.

Next Steps

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1. Watch the Concur: New Card Request Training Video

 

 

 

 

 

 

 

 

 

Video: How to Request a New Travel & Entertainment Card (Click above Image)

Script: How to Request a New Travel & Entertainment Card

2. Review the written steps below.

NOTE: The following content is the same as what is covered in the video, only presented in a different format.

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1. Log into Concur using your Single Sign-On

2. Select Start a Request at the top of the page

3. The Create New Request pop-up will display.

4. In Request Type, select University Credit Card Request, this will update the form to the University Credit Card Request form.

5. In Request Name, enter New HS Card Request.

6. In Date, select the Calendar icon and select today's date, or manually enter today’s date.

7. In Payment Product Type, select Human Subjects Procurement Card.

8. Select your Financial Unit and Financial Unit Approver

1. If you have questions on what to enter here, please speak with your fund manager.

9. In the Comment section, you can make the following requests:

Alternate Address:

• Due to the security levels within Concur, personal information such as a home address cannot be listed in a Concur request. To request to send your new card to your home address, proceed to the steps in KB0033272: How To Request a New Procurement Card to be Mailed to your Home Address While Working Remote. 

Expedite Card:

• Provide a valid reason if the card order needs to be expedited.

10. Click Create Request

11. Under Expected Expenses, click Add.

12. An Add Expected Expenses pop-up will display.

13. Select New Card

14. In MC, enter your mail code. If you are unsure of your mail code, you can use the "Search Faculty/Staff" function on Blink.

15. In the Detailed business purpose for this request section, add a detailed business purpose for requesting a Procurement Card. This is a required field and can't be left blank.

16. Click Save to add your Expense.

17. In Expected Expenses, a line item will display for New Card request.

1. You will see three Alerts: one of them is a Red Alert for the upload of the required attachments. The others are just informational Orange Alerts letting you know that this request will route to a Department Head for approval and which additional forms are required for the Human Subject Procurement Card.

18. To add the required attachments, select Attachments, and then select Attach Documents.

19. Select Upload and Attach to select a file and attach these Required Documents for a New Human Subject Procurement Card Request:

• University Procurement Card Program Completion Certificate (16 min training):
  • Training must be completed within 1 year of requesting a new Human Subject Procurement Card
  • To locate the training completion certificate, log-in to UC Learning -> Transcript & Certificates, and click on the blue diploma icon to the left of the training.
• Procurement Card Cardholder Agreement: The Procurement Card team is only accepting the most up to date Cardholder Agreement (as of 9/2020).
• Human Subject Procurement Card Cardholder Addendum: This form only needs to be signed by the cardholder.
• A current and approved IRB form, including the research project number. The most recent review MUST be within 1 year, unless the IRB explicitly states that it is exempt from on-going review. (This can typically be found in Kuali)
• A current and approved consent form, specifically the portion which shows the amount and the type of compensation approved. (This can typically be found in Kuali)

20. Once you have selected your file(s), they will automatically be attached to the request.

1. The Red Alert will automatically disappear once you have uploaded the documents.

21. Select Submit Request and in Final Review scroll down to read the entirety of the Card & Payment Product Requests pop-up, then select Accept & Continue to submit your Request.

1. Please ensure to scroll through all of the terms and acknowledgements in the Final Review before clicking Accept & Continue.

22. The New Card Request will then route to your listed Financial Unit Approver and then your Department Head for approval before finally reaching the Procurement Card team.  If you'd like to view the status of your request, select Request Details and then Request Timeline.

23. Once the Procurement Card team has received your Request, your card will be ordered and mailed:

1. Card will arrive within 7-10 business days of approval from the Procurement Card team.
2. For any tracking related inquiries, please contact U.S Bank at (800) 344-5696.