Corporate Card Overview
The Corporate Card Program at California State University, San Bernardino (CSUSB) streamlines the procurement process, offering a convenient and flexible solution for acquiring low-value, low-risk goods and supplies. The CSUSB Corporate Card (C-Card) facilitates cost-effective purchasing across various business units, including State, UEC, PHIL, Travel, and Fuel for campus fleet vehicles. Designed for transactions without the need for contracts or insurance certificates, the program simplifies purchasing while adhering to applicable restrictions.
Program Administration
The governance for the Corporate Card program is shared between:
Procurement
- Manages the Policy for Card Usage
- Sets Cardholder Limits
- Takes Applications and Orders Cards
- Audits Cardholder Reconciliations (Non-Travel)
Accounts Payable/Travel
- Manages Concur Platform
- Deep Dive Audit of Cardholder Reconciliations
- Trains Cardholders using Concur Platform
- Audits Cardholder Reconciliations (Travel)
Obtaining a Corporate Card
Request for new cards require the submission of the Corporate Card Application via the Concur portal. Upon submission and completion of the prerequisites, the Corporate Card Specialist will review the application and order the card from the bank. Card delivery generally takes between 12 to 14 business days.
Prerequisites include:
- Conflict of Interest Training
- Conflict of Interest Form 700
- Corporate Card Enrollment and Reconciliation Training
For guidance on applying for a new card in Concur, you may visit the Travel website for the CSUSB Corporate Card Application Tutorial located here:
Monthly Reconciliation
For each month that your Corporate Card is in use, you are required to submit a reconciliation (expense) report, which consolidates all purchase information including all receipts, tax accrual information, if applicable, and justification.
Reconciliation Guide
The reference guide will assist you through the monthly process of reconciling your Corporate Card transactions.
Corporate Card Training
Cardholders and approving officials are required to complete training for the Corporate Card program. This training is essential to ensure that all individuals understand the policies, procedures, and proper use of the cards. Renewal training must be completed every two years for cardholders to remain in the program.
To enroll in training, please follow link to CSULearn.
Enrollment Training - Session 1
Enrollment Training (Orientation) training provides cardholders with an overview of the Corporate Card handbook, outlining allowable, restricted, and prohibited purchases. It also includes a brief demonstration of the Concur application, highlighting key steps in the reconciliation process.
Reconciliation Training - Session 2
Reconciliation Training provides cardholders with comprehensive guidance on how to accurately reconcile their corporate card transactions using the Concur application, ensuring proper documentation and compliance with university procedures.
Conflict of Interest Information
All cardholders must have California Form 700 on file in Human Resources. Cardholders can obtain further information on the Human Resources website.
The Political Reform Act, Government Code Sections 81000, et seq., requires California State University (CSU), as a State Agency, to adopt and promulgate Conflict of Interest (COI) codes. The CSU’s COI Code requires employees in designated positions (Corporate Card Holders), including those identified under the interim disclosure process, to file a Statement of Economic Interests (Form 700) on an annual basis. The purpose of conflict-of-interest laws is to prohibit public employees from personally benefitting at the expense of the public interest. Employees who fail to file a Form 700, or who fail to disclose material interests may be subject to a personal penalty. Penalties include disciplinary action against the employee, as well as potential civil and criminal penalties.
Additionally, all employees in designated positions, including those that fall under the interim disclosure requirement and select principal investigators and consultants, are required to complete ethics training. A systemwide training titled “Avoiding Conflicts of Interest” is available through the CSU’s learning management system (LMS) and is delivered in an interactive format. This training must be completed within three months of appointment to a designated position, and at least once during each consecutive period of two calendar years following the appointment in a designated position. Completion time is approximately 25 minutes, with quizzes embedded throughout the content.
If you have any issues accessing the training, please email hr-requiredemployeetraining@csusb.edu or call 909-537-3125.
Once training has been completed, proof of completion will be required to apply for a Corporate Card. Applicants may visit the Travel website for the CSUSB Corporate Card Application Tutorial.
Contact
Non-Travel:
Procurement and Contracts Department
Phone: 909-537-5142
Email: corporatecard@csusb.edu
Travel:
Travel Department
Phone: 909-537-5155
Email: travel@csusb.edu