Procurement and travel
This page contains helpful links and resources that pertain to procurement and travel. We hope that you find this helpful as a starting point for any questions you may have. If you cannot find the answers you were looking for, please contact Provost.FinHR@ucdenver.edu.
The University uses procurement cards issued by US Bank. Cardholders are required to take online training, follow purchasing rules and adhere to the procurement card handbook. The single purchase limit is $5,000. The cardholder is ultimately responsible for following the rules and this includes ensuring all appropriate documentation is maintained.
Procurement card transactions are processed in the Concur Travel and Expense System. Cardholders or their expense delegates prepare reports monthly to ensure expenses are recorded within 30 days.
Cardholders must certify and submit their own reports. An Approving Official (AO) is assigned to each cardholder. AOs are also required to take online training. AOs review transactions, request additional justification when warranted, and approve their cardholder reports.
All card holders must be familiar with prohibited transactions and sensitive expenses.
Please note students and temporary personnel will not be approved to be authorized cardholders.
The role of the Procurement Service Center (PSC) is to support all CU campuses to assist customers with spend management, procure-to-pay, and travel management responsibilities.
Below you will find important procedures, rules, and resources.
- PSC policy states $25 or less does not require a receipt, however our rule requires receipts for all purchases regardless of the dollar amount.
- A proof of payment and a line item receipt are both required, three or more failures to present this documentation will result in a 50 point violation.
- A tip cannot exceed 20% of actual cost of services or goods.
- It is important to remember we are tax exempt, and you must request taxes be removed or refunded.
- Meals with staff/employees only are not allowed unless it is an official function; departments may have a staff appreciation meal outside of the holiday season.
- For more information on Official Functions, review the PSC procedural statement here.
- It is important to remember that subordinates cannot be an approving official for their supervisor's cardholder expenses.
If you are looking for a specific account code, refer to the Controller's chart of accounts.
Commercial Card Related Resources
In response to the coronavirus (COVID-19) all domestic and international travel has been restricted and must be approved using Concur Request prior to booking a trip. You will need to enter your Travel Request ID to finalize your reservation.
The University's managed travel program is designed to meet the travel needs of all individuals who travel on official University business. Pre-approval is required prior to all trips. Approval for domestic travel is obtained within the department. Approval for international travel is processed online through the Concur Travel & Expense System (Concur).
Pre-Travel
Use Concur to book domestic travel and process expense reports within your unit. Use the University's travel management company, Christopherson Business Travel (CBT), to book international travel and group travel; you can also use CBT for domestic bookings, if desired. Please refer to your unit's approval process, to assure you obtain appropriate approvals to travel. Although PSC policy states $75 or less does not require a receipt,
For Provost direct reports please send the following details to Lisa Atencio prior to travel.
Name(s) of the individuals traveling:
Destination:
Purpose of Trip:
Dates:
Amount:
SpeedType being charged for the travel:
Cardholders are required to take online training, to follow purchasing rules, and adhere to the travel card handbook. All cardholders must be familiar with prohibited transactions, sensitive expenses, and the PSC procedural statement for travel.
While in Travel
Travelers must remember to keep itemized receipts of all purchases if they wish to be reimbursed. If using a travel card they must provide an itemized receipt and proof of purchase for each purchase at the end of their trip.
Post-Travel
Detailed itineraries for all trips while traveling on behalf of the university are required so that approvers can verify meals, arrivals and departures.
Review and ensure mileage is being calculated correctly here.
Reconciliation of trip expenses must occur within 90 days of the end of the trip.
If you used your travel card, holders or delegates need to ensure all card transactions are processed on an expense report as soon as charges are available.
Travel Related Resources:
Our primary Procurement system is CU Marketplace. Please check Marketplace prior to using a university procurement card. We recommend Marketplace first because of the following:
- Guaranteed tax exemption
- Price agreements (cost savings)
- Easier to get payments out and less hassle (don’t have to deal with the reconciliation process as you would in a p-card)
To get to the CU Marketplace: Log in to your campus portal and on the CU Resources tab, select Quick Links, CU Marketplace.
Marketplace Roles
Shopper:
A shopper creates shopping carts to select goods and services. They must assign the cart to a Requestor for completion. They cannot place orders directly, and can view only their orders, invoices, and requisition history. A Shopper CANNOT also be a Requestor.
Requestor:
A Requestor creates shopping carts to select goods and services. They may place orders up to $10,000, and submit requisitions over $10,000 to an Approver. They do online receiving for POs. They can authorize payment for POs that are not SPOs, and can view all order, invoice and requisition history.
Receiver:
A receiver does online receiving for POs. They can authorize payment for POs that are not SPOs. (The ePro Approver Invoice role does SPO voucher approval, which authorizes payment for SPOs.)
Approver:
An Approver approves or rejects/returns requisitions over $10,000 and Payment Vouchers in any dollar amount. Must also be designated as a Fiscal Staff Approver on relevant speedtypes. A Fiscal Approver CANNOT be a Requestor.
Supplier Portal Information
External suppliers must register through the CU Supplier Portal prior to receiving payment from CU. Departments can invite suppliers to register.
The CU Supplier Portal allows suppliers to:
- Electronically register to become a supplier with CU.
- Manage supplier information, such as addresses, contacts, and diversity classification.
- View and respond to University solicitations on the CU Sourcing website.
- View invoice status online. (This access replaces the need to contact the University for invoice status information.)
Marketplace Related Resources:
- CU Marketplace
- Scope of Work Process Guide
- SPO Invoice Allocation
- Quick Reference Guide: Forms
- Payment Voucher / Authorization
- Recieving in Marketplace
- How POs and SPOs pay
- Submit Invoices or Warrant adjustment request to APInvoices@cu.edu
- Send change order or Cancellation requests for PO to Changeorder@cu.edu
Reimbursements being requested must be in accordance with all applicable university policies, procedures, rules, and regulations and, in addition, must be:
- Documented as official university business.
- Substantiated. Receipts or other supporting documentation as required by university or other policy must be included with the reimbursement request.
- Reimbursements requested 30 days after the expense may or may not be approved.
For more information about business expense reimbursements visit the PSC page here.
Non-Employee Reimbursement
- Payee must be a U.S. Person at a U.S. address.
- Reimbursement must not be related to a Scope of Work (SOW) for an independent contractor.
For more information about non-employee reimbursements visit the PSC page here.
Gift cards need notification and prior approval from Associate Vice Chancellor and Financial Manager before being purchased.
Please note if a gift card will be distributed to an employee of the University (including a student employee) a recognition program is required.
Please fill out the Gift Card Authorization Form, along with creating Departmental Internal Controls.
Gift Card Related Resources
- Gift Card Internal Controls
- Gift Card and Petty Cash Resources
- All Documents must be submitted to Provost.FinHR@ucdenver.edu.
An Official Function Form must be signed for all official function if the total cost of the official function exceeds $500 or per person cost exceeds $85
Please refer to the Official Function Checklist revised for resources and required documentation for procurement card and marketplace purchases.
Special routing is required for contracts related to Official Functions. For detailed information please refer to How to Buy Official Functions.
For more information on Official Functions, review the PSC procedural statement here.