University of California Policies Governing FlexCard Purchases
(Allowable and Non-Allowable Commodities)

Policies Governing FlexCard Purchases

BUS-43: Materiel Management

BUS-43 establishes the purchasing policy and procedures of the University of California, which is committed to maintaining high standards of performance based upon fair, ethical and professional business practices. This Bulletin provides for the appropriate implementation of the policies and requirements of the funding agencies for Federal contracts and grants, and other extramural agreements.

http://www.ucop.edu/ucophome/policies/bfb/bus43.html

Low Value Purchasing is covered in Section 3 (pages 28-30):

http://www.ucop.edu/ucophome/policies/bfb/bus43p3.pdf

The Procurement Card (i.e., the FlexCard) is covered in its own section, 8:

http://www.ucop.edu/ucophome/policies/bfb/bus43p8.pdf

BUS G-41: Employee Non-Cash Awards

BUS G-41 establishes the policy and procedures related to non-cash awards presented on behalf of the University to its academic and staff employees, provides the maximum amounts authorized for an award, and specifies the University funds that may be used for such purposes. It also covers the provision of gifts to employees as an expression of sympathy.

http://www.ucop.edu/ucophome/policies/bfb/g41.pdf

BUS G-42: Gifts Presented to Non-Employees on Behalf of the University

BUS G-42 establishes the procedures related to the presentation of non-cash gifts for business purposes to individuals who are not employees of the University or to organizations on behalf of the University.

http://www.ucop.edu/ucophome/policies/bfb/g42.pdf

BUS G-43: University Membership in Organizations

BUS G-43 establishes the policy and procedures related to University-sponsored memberships in organizations.

http://www.ucop.edu/ucophome/policies/bfb/g43.pdf

Select Policies Governing Non-FlexCard Purchases

BUS-29: Management and Control of University Equipment

BUS-29 establishes the policies for the management and control of materiel defined as inventorial equipment that is owned by or in the custody of The Regents of the University of California. These policies satisfy the requirements of the Federal Government with respect to control over government property, as defined, for which The Regents are responsible and accountable.

http://www.ucop.edu/ucophome/policies/bfb/bus29.html

BUS-34: Securing the Services of Independent Consultants

BUS-34 establishes the requirements and procedures for securing the services of independent consultants for all campus activities for which administrative responsibility ultimately vests in the Chancellor.

http://www.ucop.edu/ucophome/policies/bfb/bus34.html

BUS-50: Materiel Management, Acquisition & Use of Narcotics & Dangerous Drugs

BUS-50 establishes University procedures covering the acquisition and use of Controlled Substances which meet the requirements of the Federal and the State of California Uniform Controlled Substances Acts.

http://www.ucop.edu/ucophome/policies/bfb/bus50.html

BUS 79: Expenditures for Entertainment, Business Meetings and Other Occasions

BUS-79 establishes University policy and procedures governing the manner and extent to which the University may provide hospitality to academic and staff employees, students, donors, guests, visitors, volunteers, and other individuals as part of an entertainment event, business meeting and other occasions.

http://www.ucop.edu/ucophome/policies/bfb/bus79.pdf

BUS G-13: Policy and Regulations Governing Moving and Relocation

BUS G-13 establishes the policy and procedures governing the payment of moving expenses and relocation allowances for non-exclusively represented staff employees at the UC campuses and the Office of the President.

http://www.ucop.edu/ucophome/policies/bfb/g13all.pdf

BUS G-28: Policy and Regulations Governing Travel

BUS G-28 establishes the policy and regulations applying to all official University travel, including travel funded under federal grants and contracts. The travel reimbursement procedures contained in this Bulletin are designed to conform to the substantiation rules published by the Internal Revenue Service (IRS).

http://www.ucop.edu/ucophome/policies/bfb/g28.html

Select Accounting Policies and Procedures

Object Code Listing

Object codes are used to classify expenditures and to accumulate them for the annual financial report and for special studies of expenditures. Every financial entry to expenditure accounts must have an object code. UC Accounting Manual, A-115-2

http://accounting.ucsb.edu/_Forms_and_Information/forms/13.pdf

Sales and Use Tax Information

The University, like other state agencies and local governmental agencies, is subject to state-administered sales and use tax laws. The California State Board of Equalization is charged with administering the sales and use tax law, including the collection of all amounts of tax required to be paid to the state. Sales and Use Tax information pertinent to UCSB can be found at the following web address:

http://accounting.ucsb.edu/%5FForms%5Fand%5FInformation/forms/4/

Payment Processing at UCSB – Overview

The overview covers such general topics as obtaining authorization, types of payment substantiation, payment processing policy references and links, and tax and other compliance issues.

http://accounting.ucsb.edu/_Forms_and_Information/forms/2.pdf

Payment Processing at UCSB – Selected Topics

Most topics do not relate to FlexCard purchases, with the exception of the section on Awards, Prizes and Gifts: Processing, Coding and Tax Issues.

http://accounting.ucsb.edu/_Forms_and_Information/forms/3.pdf

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