CAL-Card Information

The NOCCCD limit is set to:

• $1,000 per day
• $5,000 per month
• $10,000 per vendor per fiscal year

As necessary the approving official or District Director, Purchasing, may establish lower or higher limits.

The CAL-Card should be used in lieu of emergency purchase orders, cash purchases, and advance check requests when the dollar amount for a single item or a group of items is less than $1,000. Splitting purchases to bypass the dollar limitations is not allowed.

Each single purchase may be comprised of multiple items, but the total cannot exceed the single purchase dollar limit on the CAL-Card. Purchases should not be split to circumvent the purchasing regulations per government code or District Policy. When a purchase may exceed the limit established, Purchasing must be notified, and approval must be received from the cardholder’s direct supervisor to avoid being considered a split.

Meal or food expenditures must be reasonable and prudent per BP 6350 Hospitality. Each food purchase must have a valid business purpose. Cardholders need to provide an itemized receipt and document the business purpose, vendor date, location, and attendees. The funds expended are public funds and must be treated with prudent management.

CAL-cards cannot be used for:

• Personal purchases (no exceptions)
• Cash Advances (no exceptions)
• Fuel Purchases (use District issues gas cards)
• Rental or lease of land or building
• Purchase of telephone services
• Gambling (no exceptions)
• Purchase of securities or insurance
• Tax payments
• Court costs, fines, bail or bond payments
• Communication equipment (cell phones, radios, fax machines)
• Maintenance agreements
• Equipment
• Travel and entertainment expenses
• Employment agencies or temporary help
• Chemicals
• Collectibles or antiques
• Monthly subscriptions
• Recurring services
• Liquor
• Amazon purchases
• Splits to bypass spending limits

Some cases may allow exceptions on an individual basis by the District Director, Purchasing.

Prompt receipt of your Statement of Account within 10 working days is an essential part of the CAL-Card process that allows making payments on a timely basis. The District’s entire Cal-Card charges must be paid in full every month in order to keep every card active. If the District Accounting Office does not receive your Statement by the 15th of the month, your name and the amount outstanding will be forwarded to your college President, Provost, Vice-Chancellor Finance & Facilities and the Budget Manager. The outstanding amount will be charged to the appropriate budget.

The CAL-Card follows a three-strike system for each policy violation. Violations include but are not limited to:

• Split purchases
• Inappropriate transactions
• Purchases without an itemized receipt
• Purchases shipped to a non-campus location
• Purchases without a direct supervisor’s approval
• Purchases without a business purpose
• Nonsubmittal or non-timely submittal of receipts to Accounts Payable

Employees who receive three strikes within a twelve month period will have their cards suspended or revoked at the discretion of the Vice Chancellor, Finance & Facilities or the District Director, Purchasing.

An employee whose position requires routine ordering of materials and services utilizing blanket orders and check requests for dollar amount should:

1. Complete the CAL-Card Account Set-up Form.
2. Complete the Approving Official Request Form.
3. Have the Approving Official and the Budget Official approve the completed forms.
4. Subsequently have the District Director, Purchasing, approve the forms.
5. The District Director will then will request a card in the name of the designated employee.

Upon receipt of the card, the District Director, Purchasing, will contact the employee, who must complete and sign the Cardholder Agreement acknowledging receipt of the card and an understanding of the dollar limits and guidelines for using the card.

Buying

Using the CAL-Card is just like using a regular Visa card. For reconciliation and payment, maintain an itemized sales receipt indicating purchase details including:

• Purchase description
• Amount of the purchase
• Date of purchase
• Name of the vendor must be maintained for reconciliation and payment

Itemized receipts must be reconciled to the US Bank statement and approved by the cardholder’s direct supervisor. Each cardholder must submit their receipts and approvals of their direct supervisor to Accounts Payable by the 30th of each month.

Ordering By Mail

If ordering by mail, maintain and attach a copy of the order form with the billing statement if the vendor fails to provide a sales/transaction slip.

Internet Orders

Amazon orders are required to go through the NOCCCD portal. Amazon purchases with Cal Cards are not allowed. General merchandise orders need to go through the NOCCCD Amazon Portal. When ordering through the internet, be sure that you are ordering through a secure server. Obtain confirmation of the order for tracking purposes. Save the confirmation, as this may be the only backup you may have for reconciling the monthly statement and will be required for payment in lieu of a sales receipt.

Delivery

All orders must be delivered to one of the three campuses for receiving Anaheim, Cypress, or Fullerton. Shipping items to off-campus locations are not allowed.

Monthly Billing

The monthly billing statement will itemize all transactions charged to the CAL-Card. The statements are dated the 24th of the month and individual statements received by the 1st of the following month. If statements are not received by that date, the employee should immediately contact Accounts Payable Department to request a copy of the charges.

Upon receipt of the monthly statement, the cardholder will:

1. Review the statement for accuracy.
2. Indicate the appropriate account number(s) for each transaction.
   1. If charging more than one account per transaction, indicate the dollar split to be applied to each account. The administrative fee must be charged to the same account numbers(s) as the transaction.
3. Attach all sales receipts and necessary supporting documents to the statement.
   1. After signing and indicating the budget number, e-mail to District Accounts Payable on the day the statement is received.
4. Sign the statement and forward the original to the approving official within five (5) working days of receipt for signature
   1. The approving official will forward the documents to the Budget Officer for approval and subsequently to District Accounting within five (5) working days.

Returns

If you returned a purchased item, attach and/or verify any credit vouchers received to the monthly statement where the credit appears and indicate the appropriate account number for the credit.

If there is an error in your charges:

1. Contact the vendor first to try and resolve the dispute.
2. If and only if this approach is not successful, provide a complete explanation of the error on the Cardholder Statement of Questioned Items
   1. Email the completed form to calcard@usbank.com.
   2. Any item that is on the statement and was unable to be resolved with the vendor should be filed using this form. You have sixty (60) days to dispute a charge using this form.

If you are unable to review the Statement of Account, forward the statement with all pertinent documents to your approving official. You can sign the original statement upon your return.

To report your CAL-Card as lost or stolen:

1. Immediately notify (in order): the bank, your designated Approving Official and the District Director, Purchasing. The number for reporting lost or stolen cards is (800) 344-5696. Be prepared to provide the following information:
   1. Your name
   2. Card number
   3. Social Security number
   4. Mother’s maiden name
   5. Date reported to the police
2. If stolen, provide the following additional information:
   1. Date the bank was notified
   2. Any purchases made on the day the card was lost or stolen

A new card will be mailed to you within a few days from the time you reported the loss or theft to the bank. A new account number will be assigned to your new card.

Changes to cardholder’s name, address, organization, 30-day or single purchase limit and type of merchant or supplier should be reported to the District Director, Purchasing, by completing the Request for Changes to the CAL-Cardholder Information.

Upon terminating employment with NOCCCD, you must return your card to the District Director, Purchasing, and complete the Request to Close CAL-Card Account.

CAL-Cards cannot be transferred to another employee. If you transfer to another department, return your CAL-Card to the District Director, Purchasing. If your new assignment requires a CAL-Card, a new Request for CAL-Card form will be required.

On a quarterly basis, the District Director, Purchasing, will provide a list of all CAL-Cards issued to the Budget Officers. A physical inventory of all CAL-Cards within each business unit will be taken by the Approving Official and reported back to Purchasing.