Summary of Procure-to-Pay Changes

  • Restrict POs for approved purchases less than $4,500.  Instead, the ProCard must be used if accepted by the vendor and not restricted by ProCard policies.  Purchasing must continue to execute contracts/departmental agreements prior to ProCard use. 

  • Eliminate Blanket POs. 

  • Significantly decrease the number of employee reimbursements. 

  • Mandate specific vendors to utilize contracts and leverage volume spending.

 

In an effort to assist with these changes and provide consistent guidance on the proper methods for procuring common commodities, a Procure-to-Pay Grid is available for your reference.

Reminder:  All items valued at $1,000 or greater must be tagged by Inventory Control.  If the ProCard is used to purchase these items, remember to complete the asset tagging form


Form of Payment Changes by Category:

CategoryChange

Alcohol

Require the use of ProCard.  Refer to the Entertainment/Business Meal Policy.

Awards & Gifts (tangible items)

Require the use of ProCard. Refer to the De Minimis Gift Policy.

Business Meals

Require the use of ProCard. Refer to the Entertainment/Business Meal Policy.

Catering

Require the use of ProCard.

Clinical Trials

Require the use of Swift Gift Card. No petty cash or RFD payments.

Computer Equipment & Hardware

Require the use of ProCard.

Dues/ Memberships/Subscriptions/Registrations

Require the use of ProCard.

Entertainers

Require the use of ProCard. (RFD only if credit card not accepted).  All contracts/department agreements should be executed by Purchasing.

Equipment, Equipment Repair & Rental

Require the use of ProCard.

Furniture

Require the use of ProCard.  (Furniture with upholstery or fabric furnishings must meet fire code standards, CAL117.)

Office Supplies

Require the use of ProCard.

Relocation

Require the use of contracted vendor through Purchasing.  Reimbursements via the RFD process will no longer be permitted (unless prior approval through Purchasing).

Rental Vehicles

Mandate Enterprise/National Car Rental.