Procurement Card Program Cardholder Training
Dec 16, 2015
Purchasing Goods & Servicesat Colorado Mesa University
Purchases of $3,000 or less• Use your Pro Card• Reallocate on Payment Net
Purchases greater than $3,000• Contact purchasing for
available options
The Pro Card is the preferred method of payment for small dollar purchases. It is cost-effective for the University and provides individuals the ability to purchase directly for their campus departments.
Activate Your Card Use the last 4 digits of your 700 number even
though recording will ask for last 4 digits of your social security number.
This is an INDIVIDUAL card,not a department card.
Do not share card Information.
Billing Cycle• 16th of the month through the 15th of the
following month• Cardholder limit is refreshed every month on
the 16th
Report Lost or Stolen Card Immediately
• Call 800-344-5696• Contact CMU Purchasing Department
Your department is liable for any charges made on a card until it is reported lost or
stolen, not to exceed $50.00
• Maintaining the security and integrity of the ProCard– Please note that US Bank will never e-mail you
requesting personal or account information• IMMEDIATELY reporting a lost or stolen card
– Your department is liable for all charges until card is reported lost or stolen
• Knowing and following the Code of Ethics published by Colorado Mesa Uniersity
Cardholder Responsibilities
• Making authorized purchases for your department• Purchasing allowable goods and services for your
department• Making sure all purchases are Tax Exempt• Making purchases in compliance with the
Procurement Card Program Handbook• Signing the Cardholder Agreement
Cardholder Responsibilities
• Resolving problems with a merchant• Maintaining original source documentation for all
purchases• Maintaining Procard order log• Obtaining Approving Official signature for each billing
cycle• Turn in all Procard records to next level supervisor
upon leaving employment
Cardholder Responsibilities
Selecting a Merchant
• Check for State Price Agreement• Do they accept Visa?• Will they honor our Tax Exempt status
DO NOT purchase goods from these types of merchants – transactions will be denied• Banks, ATM’s, financial institutions• Travel related merchants
– Airlines, auto rental, hotel• Automotive and transportation merchants
– Auto dealers, auto parts store• Eating establishments
– Restaurants, bars, nightclubs, fast food
Selecting a Merchant
Excluded Transactions
Personal Purchases• Contact Accounts
Payable Department• Will be asked to
reimburse CMU immediately
Cash or Cash-like Transactions• Cash refunds for card
purchases• Cash refunded for Sales
Tax adjustment• Gift Cards
Excluded Transactions
Split Purchases• Transaction split into
two charges to card to circumvent card limits or purchase order requirements
Furniture• Per State Statute must
be purchased through Colorado Correctional Industries
• Purchasing can assist with purchase
Excluded TransactionsInappropriate Purchases
• Restaurant meals• Travel related expenses• Vehicle expenses• Allowing others to use your card• Reoccurring charges• Unauthorized purchases
Excluded Transactions
Computers & Software• Must be pre-authorized
by IT Department
Flowers & Gifts• Violates fiscal policy• Take up collection and
pay cash for this type of purchase
• Purchase must be Tax Exempt• Check for CMU discounts• Give your name as it appears on the card• Backorders cannot be charged to card until
shipped– Cardholder must manage backorders
• Request itemized documentation– Description of item– Cost of item
Placing the Order
• Give accurate delivery information– Your name needs to be on address label– Delivery address
1260 Kennedy Ave– Billing address
1100 North Ave• We do not allow COD deliveries
Placing the Order
Tracking Orders• ProCard Order Log
– Each order must be logged– Helps with follow-up on late deliveries, order
problems, partial shipments
Documentation Requirements
Every transaction MUST have valid and complete source documentation
from the merchant
Documentation Requirements• Valid source documentation may be
– A receipt and card transaction slips from the vendor
– A packing slip from the delivery– Order forms for dues, subscriptions, registrations– An invoice showing credit card payment
Documentation Requirements• Documentation must include
– Vendor identification (name of vendor)– Date of purchase– Description and quantity of each item purchased– Total cost of the order– Per item cost if available from the vendor– Cardholder name or account number
Documentation Requirements
• If original documentation is lost contact merchant directly to provide replacement
• If merchant did not provide documentation contact them directly to provide it
Receive and Inspect Goods• Inspect all goods IMMEDIATELY
– If there is a problem contact merchant – Keep notes regarding resolution
Returns and/or Exchanges• Make arrangements with merchant before
shipping a return• Merchant must credit return to ProCard – Do not
allow merchants to refund in check or cash• In the case of an exchange merchant must refund
original purchase and charge for new transaction• Document details including name of person you
spoke with and date
Disputes• Try resolution with merchant directly first• Formal disputes
– Contact US Bank at 800-344-5696– Use Access® Online– Must be filed within 60 days– US Bank will credit account and investigate charge
Statement of Account
• Will be sent to cardholder for any cycle in which there was account activity
• Cardholder must reconcile statement with order log and source documentation for each billing cycle
Approving Official• Statement must be reviewed by designated
Approving Official• Approving Official must sign Order Log• Approving Official signature must be obtained
by the 15th of the following month• It is the cardholder’s responsibility to get
Approving Official signature
• Cardholder’s responsibility to maintain in an orderly format
• Maintain for Three Years
• When Leaving employment or termination records are to be delivered to the next level supervisor
Procard Record Management
Audit• Audits are selected at random• If selected for Audit you must provide
– ProCard Order Log– Statement of Account– All source documentation
Violations and Consequences• Failure to provide original documentation
– Show what is purchased– Show that it is paid– Authorization for purchase– Receipts must be itemized
• Personal purchases• Split purchases• Inappropriate purchases• Cash or cash-like transactions
Consequences of Misuse
• Written warning• Additional training• ProCard revocation• Investigation leading to termination and/or
criminal prosecution
Human error and patterns of chronic abuse will be taken into consideration
The following violation types can result in a written warning and/or additional training:• Split Purchases• Inappropriate Purchases• Chronic Lack of Documentation• Reimbursed Personal Purchase • Non-compliance with Procard Policies
Procard will not be revoked if there is no history of chronic violations
ProCard will be revoked for the following violation types:
• Unreimbursed Personal Purchase• Cash or Cash-type Transaction
Second Offense of any violation is cause to revoke card
Reallocating Transactions
• Transaction reallocation is how Procard transactions are “mapped” into Banner and your budget
• It is the cardholder’s responsibility to reallocate in a timely manner
• Transactions can be reallocated as soon as they are posted in Access® Online
Reallocating Transactions
• You have 5 days following the close of the billing cycle to make sure all transactions for that billing cycle are reallocated.
• Once the 5 days have passed the transactions become locked and you will not be able to reallocate