Purchase Requests
This type of purchase is typed with red text
What is anything that is not purchased through CruzBuy (CTE, Pro-Card, or Recharge)
When requesting the use of a CTE Card what must you make sure to include in PR form?
You will need to make sure that it’s in red and that you’ve made sure to note that it will be a CTE card purchase, and specify whose card will be used.
What purchases are Pro-Cards intended for?
Programming or office supplies (not food or travel).
Should GEAR UP Chaperone Meal expenses be included on your site budget?
No. Only the total for students/cohort families should be included.
What is the allowed cost per person when using a Recharge?
The cost per person should be no more than $4-$5 per person.
How many PRs should you submit when using more than one vendor for the same event.
What is 1 PR for the same event.
When can you use your CTE card?
Only for field trips, staff approved conferences, or other professional development or related activities.
If you are using a Pro-Card to purchase an item for a different activity or account FOAPAL what must you do?
Complete a TOE (Transfer of Expense) if you are using the purchase for a different activity or account FOAPAL.
When should you request Campers Insurance?
When going on an overnight field trip or residential program.
What must be included in the Word document when submitting a Recharge?
The document should include the rationale, FOAPAL, and event details.
Who is the UCSC Business Office
What day of the month are CTE statements available?
CTE statements are available on the 22nd of the month or the following business day.
When are Pro-Card statements available?
Pro-Card statements are typically available on the 11th of the month or the following business day.
What do you put on the PR if you need to split it between two FOAPALS
List both FOAPALS and add a percentage amount for each FOAPAL.
What must you first do before submitting a receipt to the OC/AC?
Add the purchase to your budget because the OC/AC will check to make sure it’s listed there.
The PR should be sent to the Operations Coordinator this many weeks in advance of the event date
What is 3 weeks
What day are reconciled CTE statements due to the Assistant Director?
Reconciled CTE statements are due on the 28th of the month.
When submitting a receipt for a Pro-Card purchased what must be included in the receipt?
Receipts must be original, itemized, and contain the last four digits of the card number.
When planning an overnight trip what type of orientation must be held?
It is EPC practice to hold an in-person parent orientation prior to an overnight trip and provide a “handbook”.
What additional documentation must be included when submitting your Mileage Log?
You must include the Post Travel Expense (PTE) form, and if applicable any receipts.
$8 to 9$ per person is allowed average cost of what type of meal
What is Lunch.
If you are looking to use your CTE card for a special circumstance who must first approve it?
The GU/EAOP Director.
When are reconciled Pro-Card statements due to supervisors by?
Reconciled statements are due to supervisors by the 21st of the month or the following business day.
When obtaining camper’s insurance from Marsh and McLennon what vendor name should be used on the PR?
The vendor name should be listed as Consolidated Program Services. Not Barney and Barney or Marsh and McLennon.
What is one reason in which you can claim mileage to and/or from home?
If your home is closer than your headquarters.