Procurement Card (ProCard) Program
Site Manager Guide

Site Manager Procedures

• Review the ProCard Guide thoroughly.

• Set up a file folder for each ProCard. Enter the cardholder's name and cost center number at the top of the file folder.
  

• Obtain all receipts and other documentation from the cardholders.

  Purchases Made by the Cardholder In Person:
  

  • Both the credit card receipt and the detail receipt listing items purchased must be obtained from the cardholder.
  • Make sure the totals on the receipts match each other.
  • Make sure the detail receipt provides enough information regarding what was purchased.
    

  
  Orders by Phone/Fax/Mail/Email/Web:
  

  • Obtain the original order form, or substitute, such as a computer screen print-out, and the packing slip once the order is received.

  Place all receipts, order forms and packing slips in the appropriate procard file folder.
  
  

• When the bi-weekly statement is received:
  • Pull the cardholder's pending file.
  • Match the transactions on the statement with the receipts/documents in the file folder.
  • Investigate and verify any transactions on the bi-weekly statement that do not have documentation. If the original documentation cannot be found: circle the charge on the statement, attach an explanation which describes what was purchased and the business purpose of the purchase. A pattern of missing original documentation may result in the loss of ProCard privileges for the cardholder.
  • In cases of billing dispute, complete necessary action to remedy the matter. Work directly with the bank or merchant to make needed adjustments. Keep adequate records to assure credits on the next statement.
  • Sign and date the bi-weekly statement. Your signature on the statement certifies the following:
    • you have reviewed and provided documentation for all transactions on the statement.
    • all purchases on the statement are necessary to further the mission of the department.
    • purchases are in compliance with campus ProCard policies, and you authorize payment of the statement.
      
  • Have the cardholder sign the statement.
  • Staple the original receipts/order forms/packing slips to the statement and file in a secure location for audit. Make sure the documentation is attached in the same order as it appears on the statement.
  • Attach any other necessary documentation that may verify the legitimacy of the transaction if you think additional information may be required.
    

  The entire amount on the biweekly statement will be charged to the university cost center number assigned to the ProCard. If any purchases need to be charged to another cost center, prepare atransfer of expense form.
  

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  Questions? Comments? Problems? Please send email to Joan Altman