ProCard Employees who make frequent purchases for business purposes can request a University purchasing credit card (called the ProCard). ProCard applications can be obtained from Brandon King (Ext. 1694). Upon approval from the Associate Director, your application will be sent to the Human Resources Department for official processing. You are responsible for the card, but the University is billed directly for the charges on a monthly basis. Before receiving your card you must go through a short training on the main campus. Once your application has been processed and Procurement has received your card they will contact you about scheduling a time for you to participate in the training.
The following are examples of appropriate items that may be purchased using a ProCard:
*Catering Charges (but not personal meals or restaurants)
The billing cycle runs from approximately the 25th – 26th of one month to the 24th – 25th of the next month. For example, the billing cycle for March 2015 runs from February 25th – March 24th. Brandon must have all IHD ProCards reconciled (the expenses assigned to a project/account) by the 9th of the following month (i.e. reconciled by April 9th) to be turned into accounting by the 10th.
To Use the ProCard:
Complete an Expense Request Form (ERF) for requested item(s) and obtain the appropriate signatures. 2. Purchase item(s) using your ProCard. 3. Submit ERF with receipt attached (please submit a copy too; original goes to project file and a copy for main ProCard file) to Brandon as soon as possible after the purchase date. 4. Brandon will reconcile the ProCard statements using the ERFs. You will not need to submit any other reports (i.e. transaction reports that are emailed to you) since she will have all the MoCodes from the ERF. 5. By the 6th of the month, Brandon will give you a copy of the ProCard Statement to obtain your signature for accounting. 6. Brandon will submit the signed ProCard statements by the 10th of the month to accounting. 7. ERFs will be given to Paula to file in the appropriate account file.
If necessary, someone who currently has a ProCard may make purchases for you. However, you must have a signed Expense Request Form (ERF) before the items can be purchased. Please make every reasonable effort to purchase items through Leisha before using this option.