ProCard Information
Pro-Card Introduction
The Pro-Card (or university credit card) is available upon request to every member of the faculty and staff if the purchase item meets the rules for the type of purchase. Most office supplies are ordered this way. Your supervisor may email the Pro-Card Holder to grant you permission to use the Pro-Card for their budgeted fund. This is the fastest way to complete the purchase cycle for everyone involved. Just remember the purchase must be under the card limits and qualify as an approved purchase.
As of December 22, 2005, we will no longer have the Pro-Card system as we have known. (Current cards will be turned off at the end of the day on December 21, 2005.) Due to the Auditor's request, Purchasing has no alternative but to implement the new Pro-Card rules with more than one person overseeing a card. Please review the below table for the terms and training needed for the different roles before filling out the new card application or submitting a Pro-Card Change Sheet to "convert" your present card to your appointed reconciler and approver (please see below).. .
| Card User * | May use any card with Card Holder's permission. | Must know what is an approved purchase and that we do not pay Kentucky sales tax. Also, they must take and pass the Pro-Card test. |
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Card Holder * |
Can "hold" one card only (unless there is a grant involved). This person is responsible for what happens to the card and what is spent on the card. They must designate another person to reconcile the statement each month before the 21st closing date and another person to approve the charges. They must have a log for the use of the card. The log must have who, when and how much was spent on each transaction. The Card Holder must sign the approved reconciled statement within 10 days. The Card Holder is also responsible for charges placed against the card (even by someone else). | Must have PeopleSoft Pro-Card training to view charges against the card. Must know what is an approved purchase. The card holder must appoint a reconciler and approver. They may appoint themselves for only one position in addition to being the holder. Must fill out a Destruction Certificate upon the end of use or the card's expiration. |
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Card Reconciler* |
They must gather the receipts and reconcile each month by the 22nd.. | Must have PeopleSoft Pro-Card training to view charges against the card and reallocate to another speedtype. They must also pass the Pro-Card test. Must know what is an approved purchase. |
| Card Approver | They must check the allocations of what the Card Reconciler has done each month by the 22nd. | Must have PeopleSoft Pro-Card training to view charges against the card and reallocate to another speedtype. They must also pass the Pro-Card test. Must know what is an approved purchase. |
* A Card Holder may also be a Card User and (if they wish) the Card Holder may appoint themselves as the reconciler.
Pro-Card Use Scenarios
1.) The typical Pro-Card purchase scenario.
2.) Card Owner requires a Pro-Card purchase for another card owner.
3.) Card Owner finds the report is not accurate. There is a purchase form another card owner.
