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.
05-04-26 - Concur Platform Transition Update
The Concur platform is currently being activated as part of the transition to the Chancellor’s Office single-instance system. During this process, we have identified several issues that are currently affecting functionality. Below are the most recent updates:
State Side Travel
The new Concur instance is now operational for state-side travel and expense processing. If you receive an error message when attempting to log in, please clear your cache, log out and log back in. If you continue having difficulty logging in, please email the Travel Department at travel@csusb.edu
Auxiliary Travel
Auxiliary organizations are still experiencing a system impairment in Concur. The Chancellor’s Office is actively working to resolve this issue.
Temporary Process
- Obtain email approval to travel from your MPP in place of a Concur travel request. Route this email to your "Reports to Approver" and "DOA Approver" for approval. If International, include Dean or VP, President's Office, and Risk Management in the approval email. Retain this approval email to attach to your expense report. Please be sure to include the following information within the email approval:
- Employee Name
- Coyote ID
- Trip Type: In-State, Out-of-State, or International
- Travel Start Date
- Travel End Date
- Traveler Type: Faculty, Staff, Athletics, Faculty with Students, Staff with Students, Auxiliary, or Athletics with Students
- Trip Purpose: Competition, Conference, Employee Recruitment/Interview, Field Trip, Meeting, Presentation, Professional Development, Recruiting, Team Travel, or Other
- Departure City
- Destination (City/State)
- Final Destination Country
- Business Unit, Fund, Department, Class, Project to be charged
- Comments
- List expense type and estimated expense amount
Once you have returned from your travel:
- Submit a manual expense report to reconcile expenses.
- Manual Expense Report Form: TravelClaim-Jan2026_4.xls
If you have any questions, please reach out to the Travel Department for assistance. travel@csusb.edu
Universal Card
The new Universal Card reconciliation platform is still unavailable for all business units. Universal Cards are active and available for use, however, the reconciliation of cards is not possible at this time. An update will be provided as soon as possible.
Legacy Concur Platform
We are pleased to inform that user access to the legacy CSUSB Concur system has now been temporarily restored. You may have outstanding transactions within the legacy CSUSB Concur system that were incurred prior to the transition to the new Concur system which occurred on April 6, 2026. You may log in to the legacy 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
We appreciate your patience and understanding as we work through these transition-related challenges and we will continue to provide updates on this page as new information becomes available, and we will also communicate with the campus community by email as developments occur. Thank you for your patience.
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
COMING SOON - Guidance on applying for a new card in Concur.
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.
COMING SOON - The reference guide will assist you through the monthly process of reconciling your Universal Card transactions.
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 Policy 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 - COMING SOON
Cardholders and approving officials are required to complete the CSU Chancellor’s Office Payment Card Program training.
Corporate Card
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
- Audits Cardholder Reconciliations (Non-Travel)
Accounts Payable/Travel
- Manages Concur Platform
- Audits Cardholder Reconciliations (Travel)
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.
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