| Account Manager | A person responsible for the activity in an account, including reviewing and approving financial transactions. | ||||||
|---|---|---|---|---|---|---|---|
| Cardholder | The UCD employee assigned a Purchasing Card and accountable for all charges made; typically someone responsible for a department's purchasing functions. | ||||||
| Departmental Purchase Delegation | The purchasing authority delegated to departments under policy Section 350-21. Under this delegation, the purchasing card can be used to purchase non-restricted items under $5000 total (inclusive of tax, shipping, etc.). | ||||||
| Equipment/ Inventorial Equipment |
Items of $5000 or more in value (including tax, freight, and handling charges), are free-standing, and have a normal life expectancy of a year or longer. | ||||||
| Feed Payment Distribution (FPD) Document | A system-generated DaFIS document that reports when a purchasing card transaction has taken place and allows for transfer (when necessary) of expenditures to appropriate destination expense accounts. This document is also used to certify that specific conditions have been met. | ||||||
| Full Accounting Unit (FAU) |
The up to 30-character string that identifies the university function of a financial transaction. The complete FAU consists of the following fields (# of characters):
The required FAU fields are: Chart, Account, Object. |
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| Ledger Reviewer | An individual assigned to review transactions on an account and certify the validity of all charges and credits. | ||||||
| Materiel Management | The campus administrative unit that oversees the Purchasing Card program. | ||||||
| Purchasing Card Administrator | The individual in Materiel Management who administers the Purchasing Card program for UCD. | ||||||
| Purchasing Log | An electronic or handwritten log of all purchases made and expected credits from returns and disputes. A folder containing complete documentation of each purchase or expected credit (e.g., retail transaction receipts, Internet order confirmations) can also serve as a purchase log. | ||||||
| Restricted Items | Those items that are not within the authority of a department to purchase without going through the Purchasing/Business Contracts units. | ||||||
| Separation of Duties | A division of the duties associated with a Purchasing Card transaction (cardholder, reviewers, etc.) to ensure that purchases are appropriate, compliant, and accurately recorded. Visit the Separation of Duties page for more information. | ||||||
| Source Documents | Vendor documents, showing itemized costs, used to substantiate purchasing card transactions. These may include but are not limited to invoices, e-mail order confirmations, printed Internet shopping cart forms, sales receipts, itemized receipts or packing slips with costs shown. For in-person purchases, a credit slip or register tape signed by the cardholder is required. | ||||||
| Supply | An expendable item, generally with an average life expectancy of under a year, that does not meet the definition of inventorial equipment. |
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