The college utilizes the Cal- Card credit card program for small dollar purchases.  Staff may apply for a credit card upon supervisory approval.  Applications are processed by US Bank and a credit card is mailed to the staff member.

*VP Approval is currently needed to to request new Cal-Cards.

Spend limits are determined by an analysis of the department’s expenditures.

When procuring goods or services charged to a 5000 or 6000 object code, staff are also required to input a requisition in the Escape system and include the vendor’s W9.

All employees are required to submit a monthly procurement card purchase report to accounts payable inclusive of receipts and approval by their supervisor. You may do so online using Chrome River.

https://app.ca1.chromeriver.com/login/sso/saml?CompanyID=santarosa.edu

5.8.8P Procurement Card Procedure

Items that will not be purchased regardless of my Procurement Card Merchant Activity Code:

• Computer Equipment (PC’s, laptops, printers, etc.)

• Computer software

• Communications Equipment (radios, telephone or fax equipment)

• Cellular telephones, accessories, or services

• Building Maintenance Items

• Office Furniture

• Space Heaters

• Portable Fans

• Gasoline & Diesel Fuel (only in an emergency)

• Television, Monitors and VCR’s

• Capital Equipment

• Meals & Entertainment see Board Policy 5.8.7

• Travel, Car Rentals, and Lodging - Cal Card may be used if a Travel Request has been approved to allow for the use of the Cal Card for reservations and expenses

• Payments related to an existing contract or Purchase Order

• Copying or printing services   

• Individual memberships to wholesale clubs such as Costco

Contact Purchasing for questions related to the above items, if the selected vendor does not accept purchase orders