PROCUREMENT CARD (PROCARD) HANDBOOK

March 2019 Version 1 Page 1

PROCUREMENT CARD (PROCARD)

HANDBOOK

for

CARDHOLDERS

and

APPROVING OFFICIALS

March 2019 Version 1 Page 2

TABLE OF CONTENTS

General Information

Page 3

Cardholder Responsibilities

Page 4

Approving Official Responsibilities

Page 5

Campus Marketplace

Page 6

Prohibited Use of ProCard

Page 7

Required Account Codes for ProCard Purchases

Page 9

Reimbursing the University or Auxiliary

Page 10

Obtaining Goods and Limited Services

Page 11

Lost Receipt/Invoice

Page11

Returned Items

Page 11

Disputed Charges

Page 12

Fraudulent Charges

Page 12

Reporting Lost/Stolen ProCards

Page 12

Taxes

Page 13

Audits- Copies of All Documentation

Page 13

Card Activation and Registration

Page 14

Reconciliation Timeline

Page 14

How to Assemble ProCard Report

Page 15

Monthly ProCard Reconciliation Process

Page 16

Information Sources

Page 17

March 2019 Version 1 Page 3

MISSION STATEMENT

Provide a method to easily procure small dollar purchases of authorized commodities and limited services by

utilizing a specialized credit card. This method will distribute procurement authority throughout the

University while protecting its assets.

GENERAL INFORMATION

In today’s environment of streamlining government, state and local agencies are looking for ways to cut

administrative time, effort, and costs. Procurement cards, (ProCards) essentially a specialized credit card,

enables agencies to significantly trim the traditional paper and labor intensive procurement process for small

dollar purchases.

With the ease of a widely accepted credit card, designated employees may make purchases at a merchant’s

place of business, by telephone and via the Internet. Common uses for the ProCard include the purchase of

approved goods and limited services. The ProCard allows departments to effectively control and monitor

small purchases and reduce time and paperwork.

Sonoma State University uses a variety of methods for the purchase of goods and services, including purchase

orders, petty cash, and direct payments. Processing purchase orders is not cost effective for low dollar value

goods and occasionally suppliers refuse to accept a purchase order.

The ProCard should be used as the first option before other existing methods to obtain items which are not

prohibited. Cardholders are encouraged to use the ProCard in order to achieve cost savings and improve

processing time.

LEGAL REFERENCE AND AUTHORITY

Authority to utilize procurement cards is granted in Executive Order 760 and Integrated CSU Administrative

Manual Policy Number 5250.00/3103.03

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CARDHOLDER RESPONSIBLITY

RESPONSIBILITY AND SECURITY

The role of a Cardholder is to make purchases in accordance with the regulations established in this

handbook, as well as all federal and state rules to ensure accountability to the public and fairness and ethical

treatment to vendors.

Cardholder responsibilities include:

1. Agree to all card program requirements as set forth in this handbook.

2. Complete a Conflict of Interest Form 700 Annual Statement (will be sent to the cardholder by the

campus Conflict of Interest Filing Officer)*

3. Taking Mandatory Ethics & Conflict of Interest training, conducted online through the Office of the

Chancellor. This is required every two years.*

4. All cardholders are required to complete refresher trainings. These trainings will be disseminated by

the program administrator.

5. Ensuring the ProCard is used appropriately and in accordance with the University ProCard Program

Policy and that all purchases comply with University’s procurement and contracting procedures and

policies.

6. Protecting the card at all times to prevent unauthorized use.

7. Not sharing or authorizing others (subordinates or otherwise) to use the card.

8. Immediately reporting a lost or stolen card to the bank and Procurement Card Administrator and

actively follow banks rules and instructions.

9. Immediately reporting fraudulent or suspected fraudulent charges to the bank and Procurement Card

Administrator and actively follow bank rules and instructions to clear charges.

10. Review each purchase receipt and bank statement closely for accuracy to ensure the Cardholder’s per

transaction limit is not exceeded and report any discrepancy to the Bank immediately.

11. Ensuring all additional required documentation is completed accurately and submitted with the

ProCard Report.

12. Preparation of the (PeopleSoft generated) Monthly ProCard Statement and submitting on time.

13. In case of absence, be responsible to train designated backup in the preparation of the Monthly ProCard

Statement to ensure that it will be submitted to Approving Official for review and approval prior to the

email-announced monthly due date. Receipts should be retained in an accessible location to enable the

back-up Cardholder and Approving Official are able to compile in the event the Cardholder is out.

14. Making sure the correct tax rate is being charged: The tax rate for goods being delivered to the

University is 8.25%.

Sonoma State Enterprises Inc and Associated Students Inc of Sonoma State University ProCard holders are exempt.

Cardholder must sign a ProCard Cardholder Agreement that specifically acknowledges compliance with the

policy and procedures established by Sonoma State University, the procurement card issuing bank and

conditions for return of the card. Cardholders must sign the agreement serving as confirmation that campus

training was provided on applicable policies, procedures and acceptable use.

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APPROVING OFFICIAL RESPONSIBILITY

RESPONSIBILITIES

The Approver is the individual assigned to a Cardholder to ensure compliance with procurement card policies and

with CSU, Sonoma State University, state fiscal and procurement rules by reviewing the transactions on no less

than a monthly basis. A cardholder cannot function as his or her own Approver.

Approver responsibilities include:

1. Completing and acknowledging required procurement card Approver training.

2. All approving officials are required to complete refresher trainings. These trainings will be

disseminated by the program administrator.

3. Monitoring transactions of assigned Cardholder(s) for appropriateness of purchase.

4. Ensuring adequate transaction documentation accompanies all purchases.

5. Identifying possible violations of assigned Cardholder(s) and taking appropriate action if violations are

found.

6. Notifying the card program Administrator of changes in departmental program participants.

7. Review and verify the chartfield string being utilized to fund each transaction.

8. Approve, sign and date the Monthly ProCard Statement(s) and submit the complete documentation to

Accounts Payable by the announced due date.

9. In case of absence, be responsible to ensure the review and approval of Cardholder(s) Monthly

Statement(s) and timely submittal to Accounts Payable by the announced due date.

10. If a Cardholder is no longer employed, the Approving Official will work with the back-up Cardholder

to complete and submit the reconciliation report.

Approving Official must sign a ProCard Cardholder Agreement that specifically acknowledges compliance

with the policy and procedures established by Sonoma State University, the procurement card issuing bank

and conditions for return of the card. Cardholders must sign the agreement serving as confirmation that

campus training was provided on applicable policies, procedures and acceptable use.

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The Campus Marketplace is a ProCard driven shopping site representing multiple CSU campuses acting as a

partnership. Service provider for Campus Market place is ESM Solution. The site provides the lowest,

contracted pricing for the University. It is the intention of the University that the Campus Marketplace

becomes the first and primary procurement tool. It is the expectation that ProCard holders shop at the Campus

Marketplace first before making a purchase elsewhere.

The site is for official university business. It is not intended or authorized for personal use.

Current supplier categories include:

Information Technology

Facilities Management

Medical & Athletic

General Commodities

Laboratory & Scientific

Staples is the CSU system wide office supplier vendor. All office supplies should be purchased though the

Staples catalog.

Amazon Business is on Campus Marketplace, Amazon Business should not be utilized for Office Supplies

unless the item is not available through Staples.

Campus Marketplace account will be set up upon request for ProCard holders. Please send the request to Joy

Sun at [email protected] and provide your name (match the name on ProCard), office location and phone

number.

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PROHIBITED USE OF PROCARD INCLUDING CONDITIONAL PURCHASES

WITH REQUIRED DOCUMENTATION

The use of ProCard cannot avoid or circumvent any CSU, or Sonoma State University policies or limits.

ProCards are to be used within the same statutes, rules, limits, policies and procedures as purchases using any

other means of payment. The following list includes prohibited items that cannot be purchased on the ProCard

and conditional purchases that require additional approvals and/or documents before the purchase can be

made.

The following items are prohibited from being purchased with ProCard:

1. Advertisements and Promotional Material

o Sonoma State Enterprises Inc and Associated Students Inc. can use ProCard for Advertising.

o Those University departments which are authorized to place advertisements and produce promotional materials via

ProCard include Human Resources, GMC Marketing, and Faculty Affairs. Faculty Affairs’ recruitments ads may be

placed by originating academic department’s ProCard with prior written approval by Associate Vice President, Faculty

Affairs. All departments must use the Identity Toolkit can be found at http://www.sonoma.edu/identity-toolkit/

and

The Style Guide section of it is at http://www.sonoma.edu/identity-toolkit/style_guide.html.

o CONDITIONAL PURCHASE: Departments can email or provide hard copy advertisements to the Director of

Creative Services at sandy.destiny@sonoma.edu

for approval. If the amount is within the department ProCard limit

then the department may utilize ProCard and must include the approved email with the ProCard Reconciliation Report.

If the amount is more than the department ProCard then the quote and approval email need to come to Contracts &

Procurement via

EREQ@sonoma.edu.

2. Animals (Except for Instruction Related Purposes)

3. Cash Advances

4. Construction/modifications or special repairs (Please contact Facilities)

5. Drones or Drone Kits

6. Explosives, Firearms

o University Police can use ProCard for the purchase of Firearms

7. Furniture requiring assembly or installation. (Please contact Facilities)

8. Gift Cards over $50.00, Gift Cards for employees or any Gift Card in lieu of payment.

o Gift Cards over $50.00: Gift card purchases over $50.00 require an EREQ and approved Hospitality Form to

[email protected]. Please download the Gift Card Acknowledgment Form for instructions,

http://www.sonoma.edu/finance/forms/

o If the gift card is $50 or under and there is an activation fee, the ProCard can still be utilized.

9. Hazardous Materials: Ethyl alcohol, dangerous drugs, precious metals and other hazardous materials.

o Unless purchased through Campus Marketplace and EH&S is notified of the purchase.

o EH&S can use ProCard for the purchase of Hazardous Materials.

10. IT Hardware and Software Purchases

o CONDITIONAL PURCHASE: To ensure compatibility with existing equipment, Cardholder must obtain

written approval or specifications from IT via IT Certification form, PRIOR to making any computer hardware or

software purchase. A copy of approved IT Certification must be attached to Cardholder’s reconciliation statement

along with the receipt. A complete listing of IT related items requiring IT Certification is posted online via

https://www.sonoma.edu/it/forms/purchase/equipment.html

. For additional information, please

visit, http://www.sonoma.edu/it/helpdesk/workstation-standards.html. Please contact IT directly for IT

certification related questions or clarification at X42107, Scott Lance.

11. Network Equipment

o Purchases of these types of equipment are PROHIBITED by cardholders other than Network & Telecommunications

Services: Routers, switches, hubs, wireless networking devices (i.e., wireless hubs, Apple Airport hubs, wireless

access point, wireless routers and all Apple Airport devices); and firewalls.

13. Software Licenses

14. Leases

15. Maintenance Agreements

16. Parking

17. Past Due Invoices – Past Due is defined as an Invoice Date over 30 Days

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18. Personal purchases (Regardless of any intent to repay University or Auxiliary for purchase)

19. Purchases for other Business Units.

o Associated Students Inc. makes purchases on behalf of Clubs.

20. Purchases or services requiring a contract with and authorized signature including ATI or Cloud related

purchases (i.e. Dropbox, Humanity, Amazon Web Services or other Click to Accept Web Purchases.

o Departments are required to submit an EREQ. After review and signature of the contract the Procurement Department may

request the ProCard holder to secure the purchase on their ProCard. The signed contract, any additional required

documents and the email from the Procurement Department must be submitted as back up to the purchase for ProCard

Reconciliation.

21. Services over $2500 (Personal, Consulting or Contractual Services) – no annual maintenance or ongoing

service contracts

22. Splitting of purchases to circumvent the dollar limitation

23. Travel

o Athletics and University Support and Preparation Services (USPS) are authorized to use the ProCard as the payment

method for selected bus transportation service blanket orders.

o Conference/Meeting Registrations

o Enterprise Rental Car, Pick-up and Drop-off at local branch.

o CONDITIONAL PURCHASE: Prior to utilizing the ProCard to purchase Conference/Meeting Registrations or the

Local Enterprise Rental Car, the traveler, along with the ProCard holder, must complete the “Use of ProCard for

University Travel Expense” form as it is required for both the ProCard report and the Travel Expense claim. The form

can be found at http://www.sonoma.edu/seawolfservices/forms/index.html

ProCard Report requirements:

I. Original receipts must be attached to the ProCard Report.

II. The Original “Use of ProCard for University Travel Expenses” Form must be attached to the ProCard

Report. If a Travel Expense Claim will be submitted a copy of the “Use of ProCard for University Travel

Expenses” Form must be attached to the Travel Expense Claim.

Travel Expense Claim (TEC) requirements:

I. A copy of the “Use of ProCard for University Travel Expenses” Form must be attached to the TEC

II. If a Conference/Meeting Registration fee is paid by the ProCard, an agenda must be included with the TEC to

ensure that meals aren’t claimed twice

III. If a Local Enterprise Rental car is paid for the ProCard, a copy of the rental invoice must be included with the

TEC

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ACCOUNT CODES AND CHARTFIELDS

Some purchases made with ProCard require the use of a specific account number as part of the chartfield.

Should a cardholder make any of the purchases outlined below the must use the corresponding account

number as part of their reconciliation.

EQUIPMENT: Upon purchase, the Cardholder is responsible to advise their Department Property Custodian

to ensure the item is properly tagged. If the item has been tagged the cardholder is required to enter the SSU

property tag number in the description for that transaction line on ProCard Report. If the item has not been

tagged the cardholder is required to enter “Needs Tag” in the description for that transaction line of the ProCard

Report.

619801: Purchases of computers at any dollar level or authorized equipment valued between $2500.00 and

$5,000.00 (total cost, including tax and shipping).

619802: Purchases of Instructional related equipment valued between $2500.00 and $5000.00 (total cost,

including tax and shipping).

For more information regarding property please visit:

Property Site: http://www.sonoma.edu/finance/property-management/

Transfer Form: http://www.sonoma.edu/finance/property-management/

Survey Form: http://www.sonoma.edu/finance/forms/property-management/property-survey-request.xls

HOSPITALITY: The cardholder is responsible for ensuring the correct account number is utilized during

reconciliation. Completed hospitality form required with report.

660922: Hospitality – Employee Only

660923: Hospitality with an Official Guest

622901: Hospitality – Sponsored Program Administration – Awards

622902: Hospitality – Sponsored Program Administration – Participants

CHARTFIELDS: The cardholder is responsible for ensuring the correct chartfields are utilized. Each

ProCard is issued with a default chartfield, if the Cardholder changes the chartfield either themselves or the

Approving Official has to have Delegation of Authority on that chartfield. If neither the Cardholder or

Approving Official has Delegation of Authority then you must either have the individual with Delegation of

Authority sign your report next to the purchase or attach an email with the authorization.

If the Cardholder does not update their chartfields during the open adjustment period in CFS, they will need to

complete a Journal Entry for every purchase that needs to be corrected.

http://web.sonoma.edu/finance/forms-policies/accounting/journal_reclass_form_updated.xls

http://web.sonoma.edu/finance/forms-policies/accounting/journal_reclass_instructions.pdf

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REIMBURSING THE UNIVERSITY FOR PROHIBITED PURCHASES

All prohibited expenditures must be reimbursed to the University within 30 days of the original purchase.

Reimbursement must be made to Seawolf Services with cash or check and the receipt should be attached to the

reconciled ProCard Report. If the Report has already been submitted please forward the receipt along with

cardholder name, and statement month to Accounts Payable, Carrie Schmidt.

REIMBURSING THE AUXILIARY FOR PROHIBITED PURCHASES

All prohibited expenditures must be reimbursed to the Auxiliary within 30 days of the original purchase.

Reimbursement must be made to Cashier’s Office and the receipt should be attached to the reconciled ProCard

Report. If the Report has already been submitted please forward the receipt along with cardholder name, and

statement month to Accounts Payable, Carrie Schmidt.

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OBTAINING GOODS AND LIMITED SERVICES

The Cardholder may obtain goods up to their transaction limit and services up to $2,500.00 by either going to

a merchant’s place of business to purchase goods, call and place the order over the telephone or place an order

via the Internet or fax. In all cases, the Cardholder is required to obtain an itemized receipt/invoice which

must include the following information:

• Vendor Name

• Invoice(Includes Bill To: SSU or SSE or ASI or FDN/receipt date

• Description of item or service

• Quantity

• Price per item and extension

• Amount of sales tax

• Shipping charges, if applicable

• Total amount

If a receipt/invoice is not itemized, the Cardholder is responsible to write in the itemization of the purchase

on the receipt/invoice. For Campus Marketplace related purchases, order acknowledgement or transaction

details from ESM Solution cannot be used as receipt. Receipt from the vendor should be used for the

purpose of the ProCard Report.

LOST RECEIPT/INVOICE

If the Cardholder has lost receipts/invoices, the Cardholder must make the effort to obtain a duplicate copy

from the merchant. As a last resort if unable to obtain a copy, a completed “Certification of Receipt of Goods”

form must be filled out, signed by Cardholder and Approving Official, and attached to the Monthly ProCard

Statement. The Cardholder must reconstruct the expenses, including dates, business name, itemized purchase

and acknowledge if the original receipt is located they will not submit a reimbursement for the same payment.

If there are excessive instances of lost receipts/invoices, the ProCard will be revoked.

Commodity orders to be shipped require the following SHIP TO ADDRESS format:

SSU RECEIVING - PCARD

Attn: (Name, Building, Room Number)

1801 E. Cotati Avenue

Rohnert Park, CA 94928-3609

ny missing ship to address information will result in the item being returned to the vendor and payment

disputed. Always confirm the ship to address is complete and accurate with the vendor.

RETURNED ITEMS

If items purchased with the ProCard need to be returned, the Cardholder is responsible for returning the

item(s) to the merchant for replacement or to receive a credit. If the merchant refuses to replace the defective

item or apply a credit, then the purchase will be handled as a disputed item.

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DISPUTED CHARGES

The Cardholder is responsible for resolving questionable items which appear on the online bank statement

with the merchant and/or bank, NOT Contracts and Procurement or Accounts Payable.

If an item is billed incorrectly, it will still be paid to the Bank in the current month. The Cardholder should

first contact the merchant, if possible, and make every attempt to resolve the problem. If resolution is not

reached, the Cardholder must dispute the item following the instructions on the US Bank Access Online

website. It is the Cardholder’s responsibility to attach a copy of the filed dispute as an attachment to the

Monthly ProCard Statement.

FRAUDULENT CHARGES

The Bank will notify the Cardholder if fraudulent use of the ProCard occurs along with instructions, if this

happens please email the Program Administrator. It is possible that the Cardholder will notice fraudulent

charges when reviewing their monthly statement. It is the cardholder’s responsibility to notify the Bank and

Program Administrator immediately. A replacement ProCard will be issued by the Bank to the program

Administrator for distribution to the Cardholder. The cardholder is responsible to complete Fraud Paperwork

– Statement of Fraud and Transaction Report

TIPS TO PREVENT FRAUD

Sign your card as soon as it arrives.

 Don’t lend your card or personal identification number (PIN) to anyone.

 Don’t leave cards or receipts lying around.

 Keep an eye on your card during the transaction, and get it back as quickly as possible.

 Destroy receipts and statements you no longer need.

 Reconcile accounts frequently.

 Report any questionable charges promptly to U.S. Bank.

 Notify card companies in advance of a change in address or phone number.

 Don’t write your account number or personal information on a postcard or the outside of an

envelope.

 Don’t give out personal information over the phone unless you initiated the call and the company is

reputable.

 Keep a record of your account numbers, their expiration dates, and the phone number and address

of each issuer in a secure place.

Special Note: Do not respond to emails from the Bank requesting ANY personal information.

REPORTING LOST/STOLEN PROCARDS

1. Reporting Lost/Stolen ProCards – Replacement of Worn Out/Defective ProCards – The following

steps must be taken immediately:

a. Cardholder contacts the Banks’ Customer Service at (800)344-5696 to report the lost or stolen card.

b. Cardholder notifies Approving Official and Program Administrator via email.

c. The Bank will mail replacement card to the Program Administrator within two (2) working days of

notification.

d. Program Administrator notifies Cardholder when replacement card is available.

March 2019 Version 1 Page 13

TAXES The CSU and its auxiliaries are required to pay California sales tax on all goods received. This

includes goods shipped from vendors inside and outside California even if they do not charge sales tax on their

invoices. If a Cardholder receives goods from any vendor who does not include sales tax on their receipt,

Accounts Payable will pay the tax as a “use” tax to the state when quarterly returns are filed.

Purchases delivered to Sonoma State University campus must be taxed at the sales rate of 8.25%.

Purchases picked up at another location will be taxed at that location’s sales tax rate.

The following charges are not subject to sales or use tax: labor, subscriptions, electronic-delivered media, and

services. Shipping is not taxable; handling charges are. If shipping and handling are combined in one amount,

we must add use tax to the amount of the combined shipping and handling. If it is a significant dollar amount

Cardholder should choose to contact the vendor and ask them to separate the two. If you have any questions

about sales or use tax, contact Accounts Payable.

If you get questioned by a vendor about our tax rate please send them this link:

http://web.sonoma.edu/finance/procurement/vendor/insurance-requirements.html

AUDITS

Accounts Payable will retain the Monthly ProCard Statements and documentation for four (4) years for audit

purposes. Department records should be retained for one (1) fiscal year.

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CARD ACTIVATION AND REGISTRATION

All new cards must be activated by phone and registered on the U.S Bank Access Online website.

To activate your card:

• Call (800) 344-5696

• Input your 16-digit credit card number

• Input zip code – 94928

• The prompt will ask for your last four of your Social Security Number please input the last four of your

employee ID. DO NOT GIVE YOUR PERSONAL SOCIAL SECURITY NUMBER

• Input your business phone number

• Your card is now ready to use

To self-register your card:

• Access the U.S Bank website at: https://access. usbank.com

• Click the Register Online link

• Input Organization Short Name – CSUCA

• Input your card account number, expiration date, and account zip code

• Click the Register this Account button

• Accept the Licensing Agreement terms

• Determine and input your User ID and Password

• Choose and answer your authentication questions

• Your card is now registered and you are able to see pending transactions, bank statements, and file a

disputes

RECONCILIATION TIMELINE

Billing Cycle

The billing cycle closes on the 6

of every month.

*Exception: When the 6

falls on a weekend or holiday, the billing cycle will close on the following

business day.

Notification by Program Administrator

Cardholders and approving officials will receive an e-mail notification from program administrator when ProCard

statements are available for reconciliation.

Deadlines for Reconciliation and Submission/Delivery

Cardholders are given five (5) business days to complete adjustments in the CSU ProCard module of CFS.

Cardholders are then required to submit complete and accurate ProCard Statements along with all required

documents and signatures.

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HOW TO ASSEMBLE YOUR PROCARD REPORT

1. Print your report landscape.

2. If your report is multiple pages, always put the signature page on top of your report.

3. Each purchase on your report is numbered; please number your receipts and other documents with the correct

number corresponding to that purchase.

4. Assemble your receipts and other documentation in numerical order.

5. Always secure your report in the upper left corner with either a binder clip or staple. Please do not use a

paperclip it does not hold tight enough.

6. Small receipts, please staple them to an 8 ½ x11 sheet of paper and number. Please do not use tape it makes

the ink disappear.

7. Make sure to include an email or additional signature for any chartfield utilized that you or your approving

official do not have delegation of authority on.

***Note: If you look in CFS/PeopleSoft and you do not have a report no further action is necessary.

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MONTHLY PROCARD RECONCILIATION PROCESS

The monthly billing cycle typically ends on the 6th of each month. On or about the 7th of each month, active

Cardholders and their Approving Officials will receive an email notification from the AP Program

Administrator announcing that their current account charges are ready to access online in CFS. The email will

also identify the ProCard documentation submittal due date to Accounts Payable.

Reconciliation Process – Please See Sample in Your Training Packet.

To begin the ProCard monthly reconciliation, Cardholder must access ProCard account information in CFS.

1. Access CSU ProCard in CFS. Go to ProCard Adjustment. Enter Business Unit ‘SOCMP’ and

Cardholder Last Name. Cardholders will be able to view their account information and select the

current account charges.

2. Update the description on each transaction line. Description updates are very important as they are the

only way to give AP information regarding the purchase. Update the chartfield as needed.

3. Print out the Monthly ProCard Statement from CFS. Note: a completed report sample form is provided

in the Cardholder/Approving Official training materials. This must be printed in landscape format.

4. Number the receipts/invoices or credits in the order they appear on the CFS ProCard Statement. As you

enter the descriptions in Procard Adjustment, you may enter the receipt number at the beginning of the

description followed by a dash and the description. This will save you writing the numbers on the report.

Attach any Conditional purchase documentation or other pertinent details behind the corresponding

receipt/invoice.

5. If you choose to not enter the receipt number in the description field, transfer receipt numbers to the

right hand margin on each of the corresponding lines on the ProCard Statement.

6. Arrange Monthly ProCard Statement documentation in the following order:

 Monthly ProCard Statement from CFS. Signature page on top.

 Itemized Receipts/Invoices

 Staple in the top left corner of ProCard Statement above ‘Sonoma State University’. If a

staple is not large enough, use a binder clip. Do not use heavy duty staples as they are

difficult to remove. Do not use paperclips as receipts can become detached from the

report.

7. Sign and date Monthly ProCard Statement.

8. Forward original documents to Approving Official for review, approval. Once approved, no further

updates can be made to the reconciliation page in CFS/PeopleSoft.

9. ProCard Adjustment by cardholder will close five business days after the billing cycle closes and will

be announced in the monthly email from Accounts Payable ProCard Administrator.

10. Submit approved monthly documentation to Accounts Payable by the announced deadline date.

11. Make a complete copy of the monthly statement and support documentation and keep with

Department records for one (1) year.

In the event a Cardholder will be away from the office at the time the Monthly ProCard Statement is due,

arrangements must be made with their designated backup to prepare and submit their statement by the

deadline date to Accounts Payable. If their Approving Official will be away from the office, the designated

back-up for the Approving Official will be responsible to review and approve the Cardholder’s Monthly

ProCard statement and submit to Accounts Payable by the deadline date.

March 2019 Version 1 Page 17

If a receipt/invoice is not itemized, the Cardholder must write an itemization of the purchase on the

receipt/invoice. Small receipts/invoices should be stapled to an 8-1/2” x 11” sheet of paper to ensure they are

not lost in transit. Any difference between a receipt and the procard charge amount must be explained on the

receipt. If the ProCard has not been used during a billing cycle, no transactions will appear in CFS.

INFORMATION SOURCES

US BANK PROCARD:

24 Hour Customer Service

Phone: (800) 344-5696

https://access.usbank.com

SSU PROCARD PROGRAM ADMINISTRATORS:

PO ProCard Administrator - Account Set-up, Changes, and Training

Primary: Jenifer Barnett, Managing Director for Contracts, Procurement and Accounts Payable

Ext. 43102; [email protected]

Backup: Ming-Lan (Joy) Sun, Manager of Contracts and Procurement

Ext. 42274; [email protected]

AP ProCard Administrator - Billing Office, Reconciliation Contact, Reports and Training

Primary: Carrie Schmidt, Accounts Payable Manager

Ext. 43315; [email protected]