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UC DAVIS: ACCOUNTING AND FINANCIAL SERVICES December 12, 2001 DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS, AND CAMPUS/UCDMC ADMINISTRATIVE OFFICERS RE: Purchasing Card Program We are delighted to announce the inauguration of the campus’s new Purchasing Card Program. A committee of 26, representing a cross-section of the campus, has been diligently working on the development of this program since April and it has been in pilot during the past three months. The Purchasing Card Program will have a far-reaching impact on how the campus conducts its low-value purchases, and will position the campus for e-Commerce, a component of the University's New Business Architecture. The Purchasing Card is a procurement (credit) card, administered by the campus Purchasing Department. It will provide innumerable benefits for UC Davis and those who choose to participate. These include, but are not limited to: * Convenience * Elimination of DaFIS DPO and VI documents * Combining order, recording, payment at the point of sale * Internet purchases are now possible * Fewer supplier payments * Improved controls and accountability * Reducing the need for Petty Cash and use of personal funds * Automated, timely data upload to DaFIS * Additional reporting * Prompt payment to suppliers * Improved relationships with suppliers. The card is a MasterCard© corporate purchasing card issued by Bank One (bank). Though it resembles and works like a personal bank card, there are significant differences: a) it is a charge or corporate purchasing card, b) full liability rests with the University for immediate payment to the bank for all transactions, and c) it is assigned by the bank to the employee but is issued in the name of and on the behalf of the University. The card can be used to purchase allowable goods from vendors who accept MasterCard. The Purchasing Card should not be confused with US Bank's VISA Corporate Card, which is intended for travel and related meal and entertainment expenses. Before applying for a purchasing card, department Account Managers and designated employees (prospective cardholders) must attend and complete mandatory training. Initial training sessions have been scheduled as follows: Dates: December 17, 2001 January 7, 2002 January 25, 2002 Time: 9:00 am to 12:00 pm Location: The Silo, Cabernet Room Please contact the Purchasing Department at (530) 757-8711 to reserve a seat in one of the above sessions. The Cabernet Room is limited to 90 people and reservations will be issued on a first-come, first-served basis. Additional classes will be scheduled at a later date. For more information about the Purchasing Card Program, please visit our Purchasing Card Program website at: https://ucdmm.ucdavis.edu/purchasingcard/ and/or refer to the UCD Policy and Procedure Manual, Section 350-22. We welcome the opportunity to work with you in making the Purchasing Card a successful and beneficial program for UC Davis. Sincerely, J. Michael Allred Associate Vice Chancellor--Accounting and Financial Services 01-181
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