ProCard Manual Link to ProCard Manual httpwww

							                                    PROCARD PROGRAM “CHEAT SHEET”

The ProCard program is available to all permanent university employees and temporary employees, who have at least a
six-month appointment. Cards are issued in the individual’s name; however, the university is responsible for all payments.
ProCards are issued with a $2,500 per purchase limit and a $10,000 monthly limit. The cardholder is responsible for
ensuring that all purchases comply with university and state guidelines.

                                                    USEFUL LINKS

ProCard Manual                            http://www.csusm.edu/procurement/procard/ProCardManual.doc
ProCard Agreement Form                    http://www.csusm.edu/procurement/procard/ProCardAgreementForm%202.07.doc
GE Website                                https://gesamservice.corpcard.com/paris
                                          Login: last 8 digits of ProCard Number
                                          Password: last 8 digits of ProCard Number – must be changed at first login
ProCard Training Guide                    http://www.csusm.edu/procurement/procard/CH Tutorial.ppt
ProCard Activation Information            http://www.csusm.edu/procurement/procard/ProCardActivationMemo.doc

                                          PURCHASING WITH THE PROCARD

Orders to be Delivered:
   Third party “drop shipments” are not allowed.
   Any missing “ship to” address information may result in the item being returned to the vendor and payment
    being disputed.
   Commodity orders must be delivered to the University and require the following “ship to” address format:
                             CSUSM - ProCard
                             ATTN: (Cardholder Name, Dept., Bldg., Room #)
                             441 La Moree Road
                             San Marcos, CA 92078
Receipts and invoices: cardholder will require the vendor to provide an itemized receipt/invoice, which includes a
description of the commodities purchased, quantities, unit prices, sales tax (if charged) and shipping charges.

                                         MONTHLY RECONCILIATION DUTIES
                                                       th
ProCard billing cycles run from the 26th through the 25 of each month.
                                            th
Reconciliations must be completed by the 5 of the month, following the statement cycle end date.

Reporting any unpaid sales tax: the university is required to pay sales tax on all taxable items, even if it is not charged
by the vendor. When a taxable purchase has not been charged sales tax, the Cardholder must report this amount on the
University’s Web-Enabled ProCard Tax Accrual Form located at:
http://www.csusm.edu/procurement/procard/procard_tax_form.htm

                                                            AUDITS

The ProCard Auditor will email all new Cardholders, who have activity for the month, to schedule a review of Cardholder
Transaction Reports and vendor receipts/invoices. This review will take place for the first four months of activity
(Introductory Training Period).

After successful completion of the Introductory Training Period, Cardholder transaction files are audited at least once each
year.

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                                                                                                             Revised: June, 2007
                                                        LOST/ STOLEN CARDS

If your card is lost or stolen, contact GE Customer Service at 1-800-274-7378. Also, notify the ProCard Administrator and
he/she will notify you when your new card has arrived.

                                                     PROHIBITED USE OF PROCARD

The ProCard is strictly UNAUTHORIZED for the procurement of the following items:
 Alcoholic Beverages.
 Animals (except for instruction-related purposes).
 Capital equipment/fixed assets valued at $2,500.00 or more (any equipment valued at $2,500 or more that must be
   tagged as a fixed asset).
 Cash advances.
 Computer items as listed in Attachment D (does not apply to IITS Cardholders).
 Direct Pay - If you use a Direct Pay Form, you cannot pay with the ProCard). Exception: Advertising may be paid
   using Direct Pay or ProCard.
 Firearms (including ammunition).
 Food (except for instruction-related purposes).
 Gifts/Awards – see Hospitality Policy & Procedure. http://lynx.csusm.edu/policies/policy_online.asp?ID=96
 Hazardous materials.
 Hospitality Form – If you use a Hospitality Form, you cannot pay with the ProCard.
 Leases (including leasing of equipment, furniture or facilities).
 Maintenance agreements.
 Narcotics & other controlled substances.
 Personal purchases.
 Postage/Postal Services (USPS, UPS, FedEx, etc) – does not apply to Mail Center.
 Printing
 Registration Fees (including webinars, conference/seminar/workshop fees, and class fees).
 Services.
 Software/software licenses.
 Splitting transaction to circumvent the dollar limitation (making multiple purchases for the same commodity).
 Telephones and handheld devices.
 Travel (any travel-related expenses – hotels, car rental, gasoline, airlines, conference registration fees, etc).

Notes:

       NO BACK ORDERS – vendor must ship order in its entirety.
       Cardholders cannot purchase prohibited items without submitting a memo of justification to the ProCard Program
        Administrator and receiving his or her written consent in return. ProCard Program Administrator will not authorize
        food, services, travel, rentals, leases, or agreements. It is the Cardholder's responsibility to file all justification and
        approval documents with departmental records.

    I hereby certify that I have received mandatory training.
    CARDHOLDER - Print Name                                                                    EXT


    CARDHOLDER SIGNATURE                                                                       DATE

    ✍

Please direct any ProCard questions to Barbara Sainz at x4449 or bsainz@csusm.edu.



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                                                                                                                        Revised: June, 2007