FAQs

I've taken the ProCard test and passed. When do I get my card?
The card creation process is not automatic. After completing the test, you must enter an application through PeopleSoft. After the application is entered, you’ll need to print the application form from Power BI, obtain the appropriate signatures, then send the application to the ProCard Office. More details on the application process can be found on our website.
How long does it take to receive a new ProCard?
3-5 business days after the ProCard Office receives the completed application form.
If another employee needs to use my card for a purchase, what procedures should be followed?
The person checking out the card must complete an Employee Usage Agreement. The original should be sent to the ProCard Office; a copy should be retained by the cardholder. A sign-in/out log must also be maintained by the cardholder. The log should be signed by the other employee at the time they check-out the card, then signed again to show when the card was returned.
What’s the difference between a departmental card and an individual card?
Both a departmental card and an individual card are assigned to a single employee/responsible party. This person controls access to the card and authorizes others to use it as necessary. A departmental card, however, is intended to be used in situations where the volume of purchases per individual is so low as to not require a card for each person. In addition, some offices prefer a single departmental card as it centralizes the approval process since it only requires the approval of one transaction summary log each month. A sign-in/out log must be completed when a card is checked out to persons other than the responsible party. Department cards must be canceled and reissued with a new number when the responsible party changes for any reason (termination, transfer, change in job duties, etc.).
What should I use as my billing address when placing orders online?
Your card's billing address was designated on your ProCard application. A member of the ProCard staff can also provide this information or you may view it in PeopleSoft: UofL Custom > UL Procurement Card > ProCard Billing Addresses.
I need to purchase an item that exceeds my transaction limit. What should I do?
A spending limit increase form should be submitted explaining the need for the increase. The transaction limit can be changed either temporarily (usually 30 days) or permanently. All spending limit increases must be approved by the department head/chair. Splitting a transaction as a means of circumventing the transaction limit is a violation of ProCard policy.
I’ve already reached my monthly limit and I need to make additional purchases. How should this be handled?
A spending limit increase form should be submitted explaining the need for the increase. The monthly limit can be changed either temporarily (usually 30 days) or permanently. All spending limit increases must be approved by the department head/chair.
Why did a transaction decline when I know that I have not exceeded my transaction or monthly limits?
The decline is most likely due to an incorrect billing address or expiration date (for online orders), expired grant, or a blocked Merchant Category Code (MCC). Several MCC codes have been blocked on all cards to assist with compliance of policies. Contact the ProCard Office to determine the specific reason for the decline.
Why does my replacement card have charges when we have never used it?
Charges automatically move from the canceled card to the replacement card. The PNC bank statement should be carefully reviewed for the month(s) in which compromised charges were discovered to ensure all charges have been disputed.
I did not receive my monthly PNC bank statement. What should I do?
PNC sends electronic bank statements the day following the end of the billing cycle. Statements are only sent for cards that had activity within the billing cycle, i.e. if you did not have any transactions, you will not receive a statement. If your card had activity and you did not receive a statement, please email a member of the ProCard staff with the cardholder’s last name and the last 6 digits of the card number. We will manually generate the missing statement for you.
How often do I need to reallocate/approve charges in OnBase?
You are encouraged to check for charges and reallocate/approve them in a timely manner, either daily or weekly. Please do not wait until the end of the billing cycle to reallocate/approve all charges at once as this creates a slow-down in the system.
Where can I find information about Amazon Business?
Please refer the Amazon Business page
I was not able to reallocate my charges in OnBase before the cut-off date. What should I do?
You should complete a Journal Voucher to move charges to the correct speedtype and account code.
Where can I find the OnBase reallocation Quick Start Guides?
Quick Start Guides can be found here
Should I sign off on the Monthly Activity Report if all the necessary documents are not present and/or there is questionable activity?
No. The required documents for all transactions must be present before signing/approving a log. This includes receipts, backup documentation, clear business purposes, and bank statement. Immediate action should be taken if the required files have not been submitted by the reconciliation/approval deadline (25th of each month). Approvers do have the option to deny a MAR using the Deny MAR button. Any questionable activity should be reported to the ProCard office as soon as it is discovered.
Can I use my ProCard to pay for travel expenses?
The ProCard cannot be used for faculty, staff, or student travel.
The ProCard can be used for non-employee travel (except airfare) for authorized university purposes, such as recruitment. See Controller’s Office travel policy.
Can I use my ProCard to pay for conference registration fees?
Yes, you may use the card to pay for the registration fee as well as the meals and events that are included in that fee. However, if the registration fee also includes the hotel stay, the hotel charge must be separated and paid by the employee, then reimbursed as part of the travel voucher. Spouse or guest registrations must be paid separately and not with the ProCard.
Can you give some examples of acceptable item descriptions and their business purpose on the Monthly Activity Report?
NAPCP conference registration for Jane Doe
Office supplies (toner, pens, stapler) for Dr. Jones’ lab
HP laserjet printer for Henry Smith
Payment of invoice #1234 for repair of microscope in the biology lab
Business meal with Pam Jones (guest speaker for...)
What is considered an office supply?
Visit Purchasing’s website for a detailed description of an office supply. Technology items such as printers, mice, keyboards, etc. are not considered office supplies and do not need to be purchased from Staples. However, you are encouraged to check the Staples website first to determine if they have a cheaper price than the competitors.
What if Staples doesn’t have the office supply I need in stock or, I can find the same item cheaper at Wal-Mart, do I have to buy it from Staples?
Per university contract, all office supplies must be purchased from Staples or the university stockroom. If an item is not in stock, contact Purchasing to see if it can be special ordered. See Purchasing’s office supply policy.
What should I do if the vendor charges sales tax on my order?
The University of Louisville is exempt from Kentucky sales tax on all purchases. If you are charged sales tax, contact the vendor immediately to provide a copy of our sales exemption certificate. (Our tax exempt number is located at the top left corner on the front of the ProCard). If the vendor will not refund the tax, document your efforts and keep it with the receipt.
What information should be on the receipt for it to be a valid receipt?
The receipt/invoice must be original and itemized, including vendor name, vendor address, description of item(s), amount, ship/bill to address. For business and entertainment, receipts must be itemized. See Entertainment/Business Meals policy for more details.
What do you do if the vendor is not able/equipped to give an itemized receipt?
Write down the items purchased and the price or attach a copy of a menu and mark the items that were purchased. The totals should equal the amount of the receipt.
Is a fax receipt or email confirmation accepted as an original receipt.
Yes, but it must include the required information (vendor name, vendor address, description of item, amount, ship/bill to address).
My ProCard is expiring. What do I need to do?
Once the ProCard Office has processed the new card in the system, the cardholder will receive a notification email regarding pick-up information.
Where can I find a listing of contracted vendors?
Please refer to the Procurement Services Contracts found here.
How do I reallocate my order in the Staples Advantage site?
Please refer to the instructions on the quick start guide HERE. If you have any questions, please reach out to the CAPS Systems team at capssys@louisville.edu.

Procurement Card

FAQs