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Pro-card Cardholder Training

Summary: Welcome to the web-based training for UCSC Pro-card Cardholders. After you complete this training and pass the online quiz, you will be qualified to receive a UCSC Pro-card.

UCSC's Pro-card is a Visa purchasing card for faculty and staff who have buying responsibilities. The card simplifies buying and paying for most routine, low-cost goods and services. Click the links below to learn more about the Pro-card:

How to Become a Pro-card Cardholder
Responsibilities
Program Roles - Administrator, Authorizer, Supervisor, Cardholder and FAST/AP
Allowable Purchases
Restrictions
Protect your Pro-card
Card Features & Account Changes
Activating and Registering a New Pro-card
Shop & Receive Orders
Document your Transactions
Reconcile your Pro-card Statement
Supplier Disputes
Vacations & Leaves of Absence
Lost or Stolen Pro-cards or Fraudulent Charges
Consequences for Card Misuse

Cardholder and Supervisor Responsibilities

Pro-card is a Visa issued by U.S. Bank to UCSC employees who have authority to buy goods and services on behalf of their departments. Each pro-card bears the cardholder's name but is actually issued to UCSC. Therefore, UCSC is responsible for making prompt payment to U.S. Bank. However, cardholders are responsible for ensuring proper use of the card. If your department has approved you for a pro-card, you must use the card responsibly in accordance with these requirements:

• Purchasing items for UCSC business use only
• Never lending or sharing your pro-card
• Purchasing only allowable goods and services, not restricted items
• Keeping all purchases to less than your assigned transaction limit (splitting purchases into multiple transactions to avoid the transaction limit is never allowed)
• Providing reconciled monthly statements, with attached sales receipts, packing slips, and other similar documentation, to your Cardholder Supervisor
• Reviewing and responding to e-mail notifications
• Returning the pro-card when reassigned or terminated, or upon department request
• Knowing and understanding responsible buying practices, including the Purchasing Policies and Guidelines.
• Understanding funding sources for your card's account:
  • Only use your pro-card for purchases that match the card's specific FOAPAL [fund-org-account-program-activity code]
    OR
  • Request a transfer of expenditure (TOE) for purchases that do not match your card's FOAPAL

  Do not use your card to purchase goods or services that are not allowable under the terms of state or federal funds. If you are uncertain about your fund source restrictions, contact your Cardholder Supervisor or Purchasing Card Authorizer (PCA).

Employees who have been designated as Cardholder Supervisors and Purchasing Card Authorizers (PCAs) help ensure the proper use of pro-card by overseeing department implementation and use of the card. Supervisor responsibilities include processing new cardholder applications and agreement forms, reviewing and reconciling statements, processing card maintenance requests such as increasing cardholders' credit limits, and suspending, canceling and revoking cards.

See Pro-card Program Roles for detailed information.

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Allowable Pro-card Purchases

You will be able to purchase most routine goods and services that you need for your job – including office, shop, computer, safety and lab supplies. Examples of allowable purchases:

• Non-inventorial equipment valued under your transaction limit (as defined by your Cardholder Supervisor.)
• Ongoing monthly charges for supplies and services (examples: bottled water, cell phone service)
• Low-risk common services from pre-approved suppliers (such as computer or auto repair). See Service Suppliers Approved for Pro-card Use.
• International purchases that do not need to be cleared by US Customs, if the supplier accepts Visa and does not require a written purchase order document. Common foreign purchases include software programs downloaded electronically, publications and reprints.

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Restrictions

The Pro-card program is designed to simplify buying and paying for goods and services, but some types of purchases are restricted. Goods or services that exceed the $2,500 transaction limit, for example, must be requested on a purchase order. Other items are restricted regardless of cost.

University Discounts: Goods or services that are available through UC and UCSC contract agreements need to be purchased in a way that incorporates any applicable discount. For example, Steelcase office furniture must be purchased using a quote that incorporates the discount, to receive UCSC's best possible pricing. See Find Best Sources.

For alternative payment methods see Restricted Purchases for Pro-card.

Actions NOT Allowed by Cardholders

You must know and observe all of the following rules that apply to the use of the pro-card. Remember that there are significant consequences for breaking the rules.

• Never loan your pro-card to another employee.
• Never give your pro-card number to another employee.
• Never make personal purchases on your pro-card.
• Never accept cash refunds. All refunds must be issued as a credit to the pro-card.
• Never (and we mean NEVER) split a transaction to bypass your single purchase limit. Circumventing your buying authority is prohibited and subject to withdrawal of purchase authority. Examples of split transactions are:
  • splitting any order into two purchases
  • separating a shopping basket of office supplies into two transactions
  • paying for part of a transaction on your pro-card and part on your own personal credit card and then requesting reimbursement
  • spliting one transaction between the two cardholders
• Never purchase goods or services from a UCSC employee or from a near relative of a UCSC employee.

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Protect your Pro-card

• Lock it in your desk.
• Keep it in your wallet separated from your personal credit cards.
• Store the card number in a secure place for placing orders over the phone or on the Internet

Do not leave credit card receipts lying on your desk as the pro-card number may be on the receipt.

If you lose your card immediately notify US Bank @ 1-800-344-5696 and e-mail procard@ucsc.edu. US Bank is accessible by phone 24 hours per day, 7 days per week.

If you are on an extended leave or furloughed, contact your Supervisor to either cancel the account permanently or deactivate it temporarily, and contact the Pro-card Administrator at (831) 459-3343.

Pro-card Features & Account Changes

The Pro-card is customized with information about you, the cardholder. Embedded in the card are:

• your identity (but not your credit history)
• the account to which your purchases will be charged (NOTE: each Pro-card is tied to only one FOAPAL [fund-org-account-program-activity code]). A single cardholder may have multiple cards.
• dollar limits per purchase, per day, per month (refreshed on the 11th of each month)
• types of suppliers you can or cannot utilize (NOTE: travel and cash advances are excluded)

Contact your Supervisor whenever you need to make changes to your account. Your Supervisor must initiate and approve any changes, including the following:

• name
• address
• FOAPAL
• limits

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Activating and Registering a New Pro-card

Activate your card by calling 1-800-344-5696 (24 hours 7 days per week). You will be prompted to enter your account number & the last 4 digits of your social security number. Use the last 4 digits of your employee identification number (this number can be found on your monthly pay stub or in CruzPay.)

Register your card online with US Bank Access (https://access.usbank.com) Be sure to register each card you receive.

US Bank Access on line training: https://wbt.access.usbank.com. Enter password lima in the box labeled "Lesson Log In Only".

Shopping with your Pro-card

You can place orders over the phone, by fax, by Internet and at the store using your pro-card. Whenever possible, request an educational discount.

If a supplier declines your pro-card for a purchase, it may be because you have reached your transaction dollar limit, your monthly dollar limit, and/or your daily dollar limit. Occasionally transactions are declined because the supplier has entered incorrect information. If you need more information on the reason for the decline, contact US Bank Customer Service 24 hours a day, 7 days a week, at 1-800-344-5696.

Whenever orders are to be shipped to campus, tell the supplier to address the package to your name and the campus address where you typically receive mail.

If the supplier asks for your billing address use the address as it appears on the insert that accompanied your credit card. This should be your department (or campus mailing) mail stop address. Locate your Mailstop Address.

Receiving Pro-card Orders

As the cardholder, you are responsible for verifying that you received exactly what you ordered.

Sign and date all packing slips, after confirming that your order is complete, so that you have a record of when the order was received

OR

If your order was shipped to another location, obtain from the recipient a signed packing slip to validate the receipt of a complete order.

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Document All Transactions

You must collect receipts or documentation for every purchase that you make. Keep all receipts/documentation in a file so that they can be attached to your monthly statement.

Acceptable documentation includes:

• Itemized receipts
• Itemized packing slips
• Internet screen shots
• Magazine subscription forms
• Email acknowledgment of an Internet order

The receipt/documentation must contain itemized detail including:

• Supplier name
• Item description
• Item cost
• Total transaction cost
• Date of purchase
• Shipping and handling costs (if applicable)
• Tax

If the receipt is vague or difficult to interpret, you must hand write enough detail so that your Supervisor and FAST/AP will know exactly what you purchased.

If the description is not provided, write this information on the receipt.

If you lose a receipt, request a replacement receipt from the supplier.

Document all lost or missing receipts using the Receipt Affidavit: Lost/Missing Details.

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Reconcile Your Pro-card Account Statement

On the 11th of each month, your statement will be available through U.S. Bank Access Online unless the 11th falls on a holiday or weekend. Then it will be available the following business day. A statement will only be issued if there was activity on your card during the previous month.

You will receive email notification that your statement is ready for viewing, if you have provided your email address in your US Bank personal profile. We highly recommend that you add your email address to ensure that you will receive email notification when a statement needs to be processed by you. See US Bank AccessOnline User Guide: My Personal Information.

How to Match Receipts to Statements

1. Log into the system: U.S. Bank Access Online. Refer to Access Online User Guide - Viewing your Statement for illustrated instructions.
2. Print the statement.
3. Compare the statement to your receipts to verify the receipt of goods and accuracy of the charges.
4. Attach receipts and sign and date the statement. Your signature indicates that you received all goods and that the charges are accurate.
5. If a discrepancy occurs, contact the supplier.
6. Document the outcome of your discussion with the supplier on the statement.
7. Forward reconciled statement and attached receipts to your Supervisor for review and signature within ten working days.
8. Your Supervisor then approves your statement and forwards it to FAST/AP before the 10th day of the month after the date the statement was issued.

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Supplier Disputes

If you have a dispute with a supplier, first try to resolve the dispute with the supplier directly. This is the best and most efficient means of handling any disputed charges. Suppliers will most likely work with you to resolve any differences.

1. Contact the supplier immediately.
2. Negotiate an agreement with the supplier.
3. Document all phone calls and retain all correspondence with supplier.
4. Note problem on the statement.
5. Check next statement to confirm credit, if credit is due.

If an agreement cannot be reached with the supplier or if credit does not appear on next statement, US Bank will resolve the matter for you. You must, however, contact US Bank within 60 days from the transaction date. Follow these steps:

1. Log on to Access Online. Follow the instructions in Access Online User Guide - Transaction Management to locate the transaction in question and provide information to the bank about why the transaction is being disputed.
2. As specified in the online instructions, Print, Sign and Fax or Mail to the Bank.
3. Attach a copy of the complete documentation for the dispute. Once disputed, a small D will be displayed next to the record for the transaction.
4. Keep a copy in your records.

Once the bank receives the dispute form they will go to bat for you.

1. The bank will review the dispute.
2. The bank will issue a credit to your account.
3. The bank will investigate the charge.

The bank has 60 days in which to complete their investigation.

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Vacations and Leaves of Absence

When going on vacation or taking a leave of absence, your transactions still need to be reconciled if there is any activity on your pro-card during the previous month.

1. Log into the access online web site: Access Online. Refer to Access Online User Guide - Cardholder Reporting and complete the following steps:
   1. On left column navigation bar click Reporting.
   2. Select Transaction Detail from the body of the message.
   3. Select Posting Date Range in the date section.
   4. Select From: Current Month, 11th day (June 11 for data posted after June statement) To: Today's date.
   5. Select the card(s) with activity.
   6. Select Run Report.
2. Print the Transaction Detail report.
3. Attach the receipts to your report and submit to your supervisor.
4. As soon as you return from your absence, print the statement for that month's cycle.

On the 11th of each month, your statement will be available through U.S. Bank Access Online unless the 11th falls on a holiday or weekend. Then it will be available the following business day. A statement will only be issued if there was activity on your card during the previous month.

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Lost or Stolen Cards or Fraudulent Charges

If your card is lost, stolen, or if fraudulent charges appear on your statement:

1. Immediately notify US Bank @ 1-800-344-5696 to report the missing card anytime or any day of the week.
2. Contact Purchasing at 459-3343 and e-mail procard@ucsc.edu.
3. Review the next statement to identify all unknown charges and begin the dispute process.

You will be issued a replacement card within 1-2 days following bank notification.

• The replacement pro-card will come to you directly.
• Verify your campus address with the bank at this time.

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Consequences of Card Misuse

For certain serious violations of Pro-card policy (see Restrictions), your card may be immediately be suspended or revoked. These violations include the following:

• Split transaction
• Cash refund for pro-card purchase
• Loaning pro-card to another person
• Intentional misuse of pro-card
• Use of the pro-card for personal purchase

If you unintentionally use your pro-card for a personal purchase, immediately contact the supplier to have the charge reversed and pay for your personal items. Never, never sign and submit your statement before you have corrected the charge and explained the mistake to your Supervisor. If you correct and declare the mistake before you sign and submit your statement, your card will not be suspended or revoked.

We have established a 3-strikes policy for the following violations of the Pro-card Program:

• missing receipt
• receipts not itemized
• late submittal of statement and receipts
• unintentional noncompliance with policy

STRIKE 1: The first time, you will receive an e-mail notification. The information will be retained in your central Pro-card file.

STRIKE 2: The second time, your Pro-card may be suspended for a minimum of two months, and your supervisor will be notified.

STRIKE 3: The third time, your Pro-card will be suspended for a minimum of six months, and your supervisor will be notified.

If there continues to be a pattern of non-compliance or instances of intentional misuse, the card will be revoked and there could be further employee action.

Take the Quiz

Quiz for New Cardholders

This is the end of the Cardholder training. You may now take the online quiz. After you pass the quiz, your Division and the Pro-card Program Administrator will be automatically notified.

The quiz includes 25 questions, and you must get 20 correct. You will be able to take the quiz as many times as needed to get 20 correct (80%). To take the quiz, go to: http://basx.ucsc.edu/procard

Recertification of Existing Cardholders

If you are being recertified, you must correctly answer 26 out of 30 questions. You may take the quiz multiple times until you correctly answer 26 questions (86%). To take the recertification quiz, go to: http://basx.ucsc.edu/procard/recertify

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Last revised: November 02, 2009 (am)