Procurement Card & Travel Fundamentals ILT Resources

University of Colorado Anschutz Medical Campus

Procurement Card & Travel Fundamentals

Instructor-Led Training Resources

The Procurement Card & Travel Fundamentals Instructor-Led Training (A00329) outlined Procurement Card, Travel, and Travel Card common policies and procedures. This resources webpage was developed to provide individuals who have already completed this training course with links to helpful materials, contacts, and reminders about some key topics that were covered in the session.

Course Takeaways

All cardholders must be familiar with prohibited transactions, sensitive expenses and exhibit a level of critical thinking regarding procurement.

APS #4015 Propriety of Expenses should always be consulted to determine appropriateness of expenses made with university funds.

All University Business Expenses should be submitted in an expense report within 30 days to ensure timely review and reporting to the University’s financial records. If not submitted/substantiated within 90 days from transaction date or travel end date individual will be personally taxed per the University's Accountable Plan with IRS. Learn more on the Business Expense Substantiation & Tax Implications (BEX) webpage.

Your school, college, or unit can always have more restrictive policies and procedures in place, ensure you are following this.

Procurement Card

Review Procurement Card Handbook for all prohibited transactions.
- Splitting a transaction to circumvent procurement card limits and other procurement restrictions/review is not allowable.
- Do not share your procurement card, only the named cardholder is allowed to utilize the procurement card.

The University is tax exempt from all Colorado State & Local Government sales & use taxes. Cardholder is responsible for informing the merchant each time.

CU Marketplace is the preferred method of procurement and use of procurement card should only be for small-dollar purchases that are not prohibited under procurement card handbook where Marketplace is not a viable option.
- Review Commodity Listing for items covered within a Mandatory Price Agreement that must be processed through CU Marketplace.
Additional Procurement Card guidance/resources.

Travel Card

Travel Card is for charges related to Official University Business Travel transactions (ie. lodging, conference registration, ground transportation, etc.). Review PPS: Travel for prohibited transactions.

Airfare Card - airfare booked through Christopherson Business Travel (CBT) or Concur are paid through a virtual "airfare card". This is not a physical card that the employee receives, however the charges will be allocated to their Concur profile and must be reconciled in the same manner as transactions booked via Travel Card and within 90 days from travel end date.

Domestic and International Travel require pre-approval before booking. International must be done through Concur, Domestic trips may have own departmental process or be through Concur.
- This documentation should be included with your expense report for transparency.
Meals in Travel Status - best practice to use personal card or cash when purchasing meals and select Per Diem in expense report. Per Diem must not be selected for meals provided as part of the travel (ie. conference dinner, hotel provided free breakfast, etc.)
- Per Diem Rates - Domestic
- Per Diem Rates - Foreign
Conference Registration - if paid via travel card only the named cardholder's registration can be charged.
Mileage - Use mileage calculator within Concur for mileage reimbursement. Transportation expenses between employee's home and primary work location are non-reimbursable.
If personal travel is combined with business travel report must be clear and the university will only pay for the official business portion of trip. Comparison quotes showing cost of business-only fair and that university did not pay more due to personal days must be included.
- Personal Travel Combined with Business Travel
Additional Travel Card guidance/resources.

APS #4015 Propriety of Expenses

The Tests of Propriety within APS #4015 Propriety of Expenses are used to evaluate the appropriateness of expenses made using University funds. You must be able to answer "yes" to each of the eight questions for it to be an allowable use of University funds. Is the transaction...

For Official University Business?
In the best interest of the University?
The most effective way to accomplish University business?
Compliant with laws, regulations, rules, policies & restrictions?
Within available resources (and appropriate funding sources)?
Directly beneficial to unit?
Reasonable?
In compliance with University Conflict of Interest Provisions?

Individuals should also consider the Public Eye Test & Media Test

If for sponsored funding - additional determination if the expense is allowable per the award agreement, in the budget, and within the budget period is required.

Supporting Documentation

Plan ahead to ensure you have the required supporting documentation and communicate with your delegate and departmental approvers.
- Consider the who, what, when, where, and why
Required documentation to support/substantiate the business purpose of the expenditure.
- Vendor Identification (merchant name)
- Date of purchase
- Description & Quantity of each item purchased
- Cost per item (if available) and total cost of order
- Cardholder name and/or card number
- Complete explanation of purchase
- Additional supporting documentation (ie. documentation of required approvals such as Gift Card Authorization, Conference itinerary, etc.)
- Sponsored Project/Gift Funds require information on how the purchase complies with funding restrictions.
Additional tips for compliant Receipt Management. Reminder, your unit may have more restrictive guidelines in place for when receipt is required, always follow most restrictive guidelines.

Fiscal Compliance

CU Anschutz

Fitzsimons Building

13001 East 17th Place

W1126

Aurora, CO 80045

Course Name	Course ID Number
Fiscal Code of Ethics	F00001
Fiscal Code of Ethics - Officers	F00002
CU: Procurement Fundamentals	U00208
CU: Procurement Card Cardholder Training	U00053
CU: Procurement - Purchasing and Contract Management	A00109
CU: Travel & Travel Card Training	U00078

Tools & Resources

CU Campuses

CU Anschutz Medical Campus

Fiscal Compliance

Financial Services