ProCard Program Overview As of June 2017 Whats New Website - - PowerPoint PPT Presentation

ProCard Program Overview

As of June 2017

What’s New

• Website
• DocuSign
• Restricted Purchases
• Controlled Purchases
• Audit Submission
• Compliance Controls
• Training

DocuSign for ProCard Agreement and Change Form

• Link to the DocuSign website can be found here
• Combining forms
• Single, monthly and changes to information

Restricted Purchases

• Illegal Drugs/Narcotics
• Firearms (including ammunition)
• Personal purchases
• Cash advances, money orders, wire transfers, raffle prizes or
• ther cash equivalents
• Intentional splitting transactions to circumvent the dollar

limitation (making multiple purchases for the same commodity). NOTE: Purchasing restricted items will result in immediate revocation of the ProCard.

Controlled Purchases

• Alcoholic Beverages or any related items (without special approval)
• Animals (except for instruction‐related purposes)
• Hazardous Materials (except for items procured using State Contracts)
• Fines, late fees, penalties, interest and finance charges
• Travel (hotel, overnight car rental, gasoline, airline or food)
• Gift Cards, must be approved by hospitality and fund source. General

Fund is not allowed for gift card purchases.

• NOTE: Purchasing controlled items without following the

required approval process will result in the ProCard will be automatically suspended for 30 days. Repeated violations will result in an immediate revocation of the ProCard.

Online Document Submittals

• Monthly Packages: The entire reconciliation package must be

submitted by the 10th of the month for the previous month’s transactions for audit using the form located at:

http://www.csusm.edu/procurement/procurementservices/ebusinessprocard/procard_submittals.html.

• Documentation requested by Auditor: Any additional

documentation requested by the auditors must also be submitted through the above form.

• Remember: Online submittals are assigned based on the

information you (the cardholder) enters. Please ensure the information entered is accurate. (i.e. mark “yes” to 85xxxx only if that project is in fact used in the package being uploaded.

Failure to submit by the 10th of the month will result in a temporary suspension of the card until such time that the reconciliation package has been submitted. Purchasing restricted items will result in immediate revocation of the ProCard. Purchasing controlled items without following the required approval process will result in the ProCard will be automatically suspended for 30 days. Repeated violations will result in an immediate revocation of the ProCard.

Compliance Controls

The following training are available on the ProCard website:

http://www.csusm.edu/procurement/procurementservices/ebusinessprocard/

• Online Reconciliation Training
• Reconciliation Guide
• ProCard Holder Training PowerPoint
• Signing Authority Training PowerPoint

Training