|Home | Contact Us | Social Responsibility | Financial Affairs Home | UCSC Home|
© UC Santa Cruz
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:
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:
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.
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:
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.
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 firstname.lastname@example.org. 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.
The Pro-card is customized with information about you, the cardholder. Embedded in the card are:
Contact your Supervisor whenever you need to make changes to your account. Your Supervisor must initiate and approve any changes, including the following:
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".
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.
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:
The receipt/documentation must contain itemized detail including:
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.
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
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.
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:
Once the bank receives the dispute form they will go to bat for you.
The bank has 60 days in which to complete their investigation.
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.
If your card is lost, stolen, or if fraudulent charges appear on your statement:
You will be issued a replacement card within 1-2 days following bank notification.
For certain serious violations of Pro-card policy (see Restrictions), your card may be immediately be suspended or revoked. These violations include the following:
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:
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.
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
Last revised: November 02, 2009 (am)