Purchase Requests
What must be listed in Red text?
Any payment method that is not a Purchase Order (CTE, ProCard, Recharge)
For Transportation paperwork, who can sign a contract?
Only the UCSC Business Office
When requesting the use of a CTE card what must you include in the PR notes box?
Who’s card you plan on using (e.g. Will use Sammy Slug’s CTE Card)
What purchases are Pro-Card intended for?
Programming or office supplies (not food or travel).
When is a guest list or flier required to be included with a PR?
When entertainment (meals) are provided to students and/or families.
What type of purchases requires the Cost Per Person amount to be listed?
Food (non-bulk) or College Programming Supplies
When can snacks be purchased for a field trip?
When the field trip starts at 8 am or later and if it takes place over a nutrition break.
What types of purchases can you use your CTE Card for?
For Field Trips/Transportation, Food related expenses to approved events, entertainment expenses like tickets to a museum, 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.
What language must not be included in a flier?
Language like “prizes” or “encourage participation”
What is the exception to the Lunch Cost Per Person amount of $11.00?
Lunch at a Dining Hall during field trips is the exception to the cost per person price amount
What supporting documents from a charter company must be submitted with your PR?
A quote and the Terms and Conditions from the Charter Bus company
What program do you use to reconcile your CTE statements?
CruzFly
When are Pro-Card statements available?
Pro-Card statements are typically available on the 11th of the month or the following business day.
What is the cost per person amount for College Programming Supplies?
$6.50 cost per person
What is the time range for a meal to be considered Breakfast?
7 am - 11 am
If purchasing meals on your GEAR UP field trip what must be listed for the Chaperones on the PR?
The Chaperone Meal FOAPAL and percentage amount
When using a CTE Card when is a PR not required?
When utilized for staff travel to approved conferences or other professional development or related activities.
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.
What parts of the FOAPAL (Fund, Organization, Account, Program, Activity, and Location) must you use on a PR?
Only use the Fund, Org, Account, and Activity on a PR. Program and Location codes are not used.
How many weeks in advance of your event should you submit your PR?
When purchasing museum admission tickets what FOAPAL Account Code do you list on your PR?
001273 (Food/Entertainment)
If you exceed the cost per person guidelines for an event/activity that is not ongoing (e.g. workshop) what must be included with your reconciled documents?
If you exceed the cost per person guidelines, a rationale will be required, and it will need to be added to the receipt page.
What must your Pro-Card reconciliation documents consist of?
Your Pro-Card statement, approved PRs, receipts, and if applicable a TOE form.
For what purpose would you use an Entertainment Reporting Form (ERF)?
To be used to initiate/reconcile payment at UCSC Dining Halls.