Universal Card Overview
The Universal 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 Universal Card (U-Card) facilitates cost-effective purchasing across various business units, including State, UEC, PHIL, as well as for 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.
Legacy Concur Platform
Cardholders and Approvers who have outstanding transactions must log into the LEGACY Concur system to finalize any outstanding corporate card and air transactions that were not fully approved and/or reconciled prior to the transition to the new Concur system. Please follow this guide: Concur Legacy Platform Access_3.docx
Important Notification:
It is essential that all reconciliations in the Legacy Concur Corporate Card system be completed as soon as possible. All legacy corporate card transactions must be fully reconciled no later than June 15, 2026. Timely completion is critical to ensure that all charges are accurately recorded and that offsets to the suspense account can be properly reviewed and cleared before year-end close.
Failure to complete and submit all outstanding Corporate Card reconciliations by the deadline, may result in the suspension of your Universal Card privileges.
Additionally, if outstanding reconciliations are not cleared by the deadline, the total value of the unreconciled transactions will be reported to Payroll as taxable income in accordance with IRS regulations and campus policy. Please note that once reported to Payroll, this action cannot be reversed, even if the reconciliations are completed at a later date.
To avoid card suspension and potential tax implications, please ensure that all reconciliations are completed, submitted, and approved by the applicable deadline.
Program Administration
The CSUSB Universal Card Team oversees and manages card operations while enforcing established policies and guidelines. Its responsibilities include coordinating card issuance, processing and approving card limit changes, reviewing and approving monthly reconciliations, and conducting audits to ensure compliance.
Obtaining a Universal Card
Request for new cards require the submission of the Credit Card Services Request via the Concur portal. Upon submission and completion of the prerequisites, the Universal Card Team will review the Concur request and order the card from the bank. Card delivery generally takes between 12 to 14 business days.
Prerequisites include:
- CSU Chancellor's Office Payment Card Program Training
- CSUSB Universal Card Training
Conflict of Interest Information
Approving Authorities must file a Statement of Economic Interest (Form 700) pursuant to the CSU's Conflict of Interest Policy due to their discretionary authority over vendor selection. Contact the Human Resources office for guidance on filing requirements.
If you have any questions regarding the Form 700 or accessing the training, please email or call Human Resources:
hr-requiredemployeetraining@csusb.edu or call 909-537-3125.
Reconciliation
For each month that your Universal 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.
Universal Card Tutorials
Universal Card Training
Cardholders and approving officials are required to complete the CSU Chancellor’s Office Payment Card Program training and Campus’ Universal Card training prior to requesting Universal Card. The CSU Chancellor’s Office Payment Card Program training must be completed annually for cardholders to remain in the program.
CSUSB Universal Card - COMING SOON
This training provides cardholders with a comprehensive overview of the Universal Card program, including how to apply for a card and key policies outlined in the handbook. Participants will learn about allowable, restricted, and prohibited purchases, along with a guided demonstration of the Concur application. The session also covers the reconciliation process in detail, ensuring cardholders can accurately reconcile transactions, maintain proper documentation, and remain compliant with university requirements.
CSU Chancellor's Office Payment Card Program
The CSU Chancellor’s Office has implemented a new annual training requirement for all University cardholders as part of the CSU Payment Card Program. To comply with CSU Payment Card Policy requirements and maintain active cardholder status, all CSUSB Universal Card cardholders must complete the new CSU Payment Card Program Training annually.
Because the training became available after the CSU Concur rollout, cardholders received their cards before the training was launched. Therefore, all current cardholders are required to complete the training in CSU Learn no later than June 30, 2026.
Please review the following important deadlines and requirements:
- Cardholders who do not complete the required training by June 30, 2026, will have their Universal Card suspended effective July 1, 2026.
- Suspended cards will be reinstated once training completion has been verified.
For questions regarding the Universal Card Program, please contact the Universal Card Team at UniversalCard@csusb.edu or call x75142. For questions regarding CSULearn support or the training, please contact Staff Development & Enrichment at StaffDevelopmentCenter@csusb.edu .
Contact
Non-Travel:
Procurement and Contracts Department
Phone: 909-537-5142
Email: UniversalCard@csusb.edu