PRO CARD GUIDE
WHAT IS THE PRO CARD?
ProCard is short for procurement card or purchasing card. It is a specialized credit card that may be used to purchase low dollar value commodities that do not exceed $2,500 in cost.
WHAT ARE THE BENEFITS?
With a ProCard your department can deal directly with the vendor for many items. You spend less time on purchase requisitions and get your orders faster.
WHY SHOULD I USE ONE?
The best reason to use the ProCard is that it puts most purchasing for your department under your control. Purchasing decisions can be made where it makes the most sense- with you and your department. The card also eliminates potential delays caused by requisition and processing problems.
WHAT ARE THE POTENTIAL PROBLEMS?
Because the ProCard program circumvents the requisition process, it also eliminates the encumbrance process. There is potential danger for overspending if budgets & accounts aren't monitored. It is important to remember that accounting records will not show any outstanding purchases you have made on your card.
HOW CAN I PREVENT PROBLEMS?
You may keep a purchase log to help you monitor purchases. You may obtain a log from the ProCard Coordinator, or you can do something as simple as writing your purchases on the back of an envelope that you keep your receipts in.
Am I liable for purchases on the procard?
The use of the ProCard results in university liability, not personal liability. The cardholder's credit rating cannot be affected. However, the cardholder signs an agreement prior to receiving the card and is responsible for any intentional misuse of the ProCard. This means that if your card is used for personal purchases, the university can hold you liable for those charges. A ProCard is considered to be a cash equivalent as well. By signing the cardholder agreement, you agree to safeguard your card.
WHAT IF MY CARD IS LOST OR STOLEN?
The university is liable for all purchases made on a lost or stolen card. Considering each purchase limit and the total credit limit, it is possible for an unauthorized user to charge a considerable amount in a very short time.
IT IS VERY IMPORTANT THAT YOU REPORT A LOST OR STOLEN CARD IMMEDIATELY.
If your card is lost or stolen, call the ProCard Coordinator immediately, 715/394-8383.
If the ProCard Coordinator is unavailable, please leave a message regarding your card and then contact US Bank, 800/344-5696.
HOW MANY CARDS SHOULD I HAVE?
Each card is linked to one cost center on the campus general ledger. You should have a ProCard for each cost center to which you will be charging commodities. One card may be used to order for a variety of cost centers, but this requires you to transfer the expenses between cost centers.
CAN SOMEONE ELSE USE MY CARD?
Your ProCard should be treated with the same level of care you use with your personal credit cards. Do not lend your card to anyone. The only person authorized to use the ProCard is the person whose name is on the front of the card and who completed the Purchasing Card Application and Use Agreement (DOA 3584).
HOW MUCH AM I AUTHORIZED TO SPEND?
The maximum value per transaction is $2,500. If you need to make a purchase for a larger amount, you must contact the ProCard Coordinator. There is also a transaction cycle limit for each card set on an individual basis.
WHAT IF THE CARDHOLDER LEAVES THE DEPARTMENT?
ProCards are not reissued to other employees. If an employee is leaving your department, and you want to switch purchasing responsibility to a different staff member, you must request that a new card be issued. The old card must be returned to the ProCard Coordinator for cancellation. It is the supervisor's responsibility to see that ProCards are collected from employees leaving the department.
WHAT CAN I BUY WITH THE PROCARD?
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Books Classroom Supplies Computer Supplies Conf Registration Fees Electrical Supplies Fed Ex Charges Film Processing |
Freight Charges Hardware Supplies Lab Supplies Maintenance Supplies Office Supplies Photocopying Services (from Superior Print only) |
Plumbing Supplies Postal Services Slide Duplication Subscriptions A/V Supplies Vehicle Supplies |
Most commodity purchases are allowable, assuming the cost is under $2,500. Exceptions are items that are on state contract or bulletin (unless the bulletin specifically authorizes the use of the ProCard). For items that are on state contract or bulletin, please see the section regarding those items. If you have an item that you are unsure of, contact the Purchasing Agent at 715/394-8383.
WHAT CAN'T I BUY WITH THE PROCARD?
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Academic Support Services Advertising Alarms Alcoholic Beverages Ammo/Weapons Cash Advances Computers/Printers/ Software |
Consulting Services Flowers Gifts/Awards Insurance Inter Agency Payments Intra Agency Payments Leases |
Legal Services Memberships Personal Items Radioactive Material Repairs/Services/Rentals Security Systems
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HOW DO I PLACE AN ORDER?
Locate the appropriate vendor for your merchandise. You can do this by contacting the Purchasing Agent for advice, by accessing the Procurement Directory on-line, or by other means available to your department.
WHAT IS THE SHIPPING ADDRESS?
University of Wisconsin-Superior
801 N 28th Street
(Dept. Name) (Bldg. Name & Room No.)
Superior, WI 54880
WHAT ABOUT SALES TAX?
The University is tax-exempt in most states. Provide the tax-exempt number printed on the ProCard to the vendor when you place your order or make your purchase. If a vendor requires further proof of tax-exempt status, a certificate is available in the Business Office. Request a copy, or if it is a phone order, direct the vendor to the Purchasing Agent, 715-394-8383. If you accidentally get charged sales tax, contact the vendor and request the amount be credited to your ProCard. Sales tax exemption varies from state to state. Contact the Business Office for specific information.
WHAT ABOUT ITEMS ON BULLETINS?
You may use your ProCard for items on bulletins and contracts if the bulletin specifically states that the procard may be used. However, you still must abide by the $2,500 per one line item maximum.
WHAT RECEIPTS SHOULD I SAVE?
If you pick up the materials, you should get both the itemized receipt and a copy of the signed credit card receipt. Staple these together. If you order the materials (by phone, fax, computer or mail), save any written documentation of the order, or print the order screen. When the materials come, attach the packing list to the pre-order documentation. If the business purpose of the purchase is not clear on the receipt, it is necessary to document the business purpose.
WHAT IF THE VENDOR DOES NOT GIVE ME AN ITEMIZED RECEIPT?
If you are unable to obtain an itemized receipt from the vendor, write a description of your purchases on the receipt that you do receive. You are responsible for providing the detail of all purchases including the item description and unit price.
WHERE SHOULD I KEEP THE RECEIPTS?
Receipts should be kept in a secure file until the biweekly statement comes for reconciliation. Attach all receipts to their corresponding statement upon reconciliation. If you prefer, the ProCard Coordinator will supply a log to help you keep track of purchases. All statements and receipts should be kept for six years in a secure area such as a locked cabinet.
WHAT IF THE VENDOR DOES NOT ACCEPT THE PROCARD?
If your preferred vendor does not accept the ProCard, you can choose another vendor, or you may submit a purchase requisition to the Purchasing Agent. You may also ask the vendor if they are interested in becoming a ProCard merchant. If they are, refer them to the ProCard Coordinator (715/394-8383) for information on signing up as a VISA merchant.
WHAT SHOULD I DO ABOUT RETURNS AND REFUNDS?
If the materials can be returned in person, take the materials and receipts to the vendor. If you wish to exchange the items, use the ProCard for credits and additional transactions. If you wish to return the item, do NOT accept a refund in cash or by check. If the materials must be sent back, contact the vendor to determine how to return the items. Request a credit to the ProCard or shipment of satisfactory replacement merchandise from the vendor. Keep all receipts in the ProCard file. Once again, use the ProCard for all credit/refund transactions.
WHAT IF I HAVE A DISPUTED CHARGE?
First, contact the supplier for resolution. If you cannot resolve the problem with the supplier, contact the ProCard Coordinator for a Dispute Form to complete and mail to Elan.
HOW IS MY UNIVERSITY ACCOUNT CHARGED, AND HOW IS PAYMENT MADE?
The University is responsible for all charges. Account custodians authorize payment by accepting the card. Payment is made every two weeks for the total charges on all cards. Transactions are loaded on the campus accounting records based on the cost center assigned to each card. The ProCard company provides a statement of all card purchases to the Business Office for audit. Detail statements are also sent to the card holder for each card.
RECONCILING YOUR ACCOUNT
All receipts should be placed in the pending folder or envelope. You can keep a log of all purchases made either on the outside of the envelope or on a form that may be supplied by the ProCard Coordinator.
When the biweekly statement arrives, match the receipts from the pending folder to the statement. Your purchasing log can help you keep track of receipts. Review all purchases for compliance with campus purchasing policies. There should be no purchases for disallowed items or vendors. If there are billing disagreements, it is your responsibility to begin working with the vendor immediately to resolve the problem. If there is missing documentation (i.e., a charge that has no receipt), circle the charge and write an explanation for what was purchased. Contact the vendor for a duplicate receipt. A pattern of missing receipts can result in the loss of ProCard privileges.
Attach all documentation and receipts of transactions to the statement. This includes the signed and itemized receipts or the packing slip when applicable. Have both the cardholder and site manager sign and date the statement, certifying that he or she has reviewed all transactions, and that all purchases were necessary and in compliance with campus policy.
The statement and receipts should be filed in a secure location.
HOW OFTEN WILL MY ACCOUNT BE AUDITED?
All transactions undergo a pre-audit by the ProCard Coordinator and the ProCard Auditor with each bi-weekly statement. Cardholders and/or site managers may be contacted for information regarding transactions.
All ProCards will have 25% of total transactions audited annually. Cards pre-approved for group travel will have 100% of all travel-related transactions audited quarterly. Cards with significant findings will be audited more frequently. The site manager will be contacted by the ProCard Auditor to schedule an audit. You may contact the ProCard Auditor, 715/394-8384, if you would like more information about the audit process, to learn when your next scheduled audit is, or to request an audit.
WHAT WILL THE AUDITOR LOOK FOR?
The auditor will be looking for a variety of items including:
WHOM SHOULD I CALL FOR ASSISTANCE?
Contact the ProCard Coordinator, 715/394-8383 for the following inquiries:
If the ProCard Coordinator is not available, and it is an emergency, contact the Interim Controller's Office, 715/394-8350.
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Business Office Staff |
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| Jill Laughlin |
Interim Controller |
715-394-8350 | jmellin@uwsuper.edu |
| Joan Altman |
ProCard Coordinator, Purchasing Agent |
715-394-8383 |
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Suzie Bednar-Munsell |
Travel Manager, Pro Card Auditor Accounts Payable |
715-394-8384 |
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| Suzanne Weinandt | Accounts Payable |
715-394-8226 |
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