Financial Affairs

PROCUREMENT SERVICES :: PROCARD

Described below are processes that relate to the University ProCard. If you have any questions please contact Procurement Services.

PROCARD


Overview

The University Procurement Card (ProCard) is a corporate liability credit card, provided to employees with a valid business need to provide them with the flexibility to quickly and easily obtain goods and services.  The ProCard is the preferred method of payment as it streamlines purchases to improve efficiency and reduce administrative costs.

Types of ProCard Users

Cardholder Eligibility

All employees are eligible to enroll in the program provided the employee has a legitimate business need and approval from their manager.  Part-time employees may receive a card only if they also have a regular work schedule (generally greater than 15 hours per week).

To apply for the program, the ProCard Application Form is required and must be signed by both the potential cardholder and their supervisor.  The cardholder must have a background check on file with the Office of Human Resources or submit to have one conducted per the Criminal Background Checks policy.  Prior felonies of a financial nature may disqualify the user from ProCard eligibility.

Once all forms have been approved, cardholders must attend a training session before the card will be issued and agree to the Acknowledgment of Responsibilities document.  Training covers usage of the card, policy requirements and the online system. To register for training click here.

Cards not used in over year may be canceled without prior notice if there is not sufficient justification for the inactivity.

Use of the ProCard

The ProCard is only authorized for legitimate business expenses and cannot be used for personal expenses.  If personal expenses occur on the card, the cardholder must reimburse the university within 14 days of the transaction.  Repetitive and/or egregious personal expenses may be subject to the violations section of this policy.

In some instances, specific processes or other payment methods may be more appropriate or required.  Details of these other processes and policies that users should be aware of can be found in the Prohibited and Special Purchasing Processes section of this website.  Examples include, but are not limited to: 

Additionally, cardholders cannot purchase items for their approving official’s individual use (e.g. airfare) without written approval by that approving official’s supervisor.  This written approval must be attached to the transaction in the online system and be unique for each such purchase.

Cardholders are responsible for protecting the ProCard, as they would any university asset.  It should not be left in unsecured areas when not in use nor should the card, or number, be shared with others.

Spend Limits

ProCards have a limit of $3,500 per transaction and $10,000 per monthly cycle by default.  Department management can lower these default amounts at any time by contacting Procurement Services.  Permanently increasing the amounts above these limits requires approval from the approving official and Procurement Services.

Transactions may not be split into multiple purchases to circumvent these limits.  For temporary increases, contact Procurement Services with the desired limits and justification for the increase.

Documentation Requirements

All transactions (including credits, refunds, transaction fees, disputed transactions, etc.) must be documented in the ‘Description’ field of the online tool with a clearly stated business purpose (e.g. why the expense was needed to further DePaul’s business).

Travel (hotels, car rentals, conferences, transportation, etc.) also requires the dates of the trip or event.  Meals and entertainment must include the names/titles/company/DePaul affiliation for all attendees.  These items can be documented either in the description field of the online system or be included as an attachment (e.g. part of the receipt or a separate attachment).

Receipt Requirements

All transactions require that itemized and legible receipts be obtained from the vendor and attached to the transaction in the online tool.  Once the transaction has been fully approved in the online system, the receipt stored online becomes the official record and is the responsibility of Procurement Services in accordance with the Records Retention Schedule.  At that time the hard copy receipt may be destroyed.

If a receipt is inadvertently lost, it may count as non-compliant with this policy.  Cardholders then must:

Review and Approval of Transactions

All transactions must be submitted by cardholders and reviewed/approved by approving officials within 45 days of the transaction’s post-date.  However, it is recommended that transactions be reviewed and approved as soon as possible to facilitate documentation of an accurate business purpose, reduce the incidence of lost receipts, facilitate early detection of fraud and ensure proper chartfields prior to upload to the general ledger (generally on the 28th of each month).

Cardholders must review chartfields to ensure the expense is appropriately classified, document the transactions in line with the requirements in this policy and attach any relevant documentation (receipts, additional information, etc.).  Transactions must then be submitted to their approving officials for review and approval.

Approving officials must review and understand all transactions to ensure that they are legitimate business expenses and in compliance with this and other university policies.  This includes reviewing chartfields, documented business purpose, receipts and other attachments.

If an approving official does not believe a transaction is in compliance, they must take one of the following actions to rectify the transaction so it can be approved, as all transactions must eventually be fully approved:

In cases of suspected fraud contact Internal Audit or the misconduct reporting hotline via phone at (877) 236-8390 or submit a report online at depaul.ethicspoint.com.  Allegations of fraud are protected by the university's Non-Retaliation policy.

Leaves and Terminations

If a cardholder goes on leave, the approving official is responsible for notifying Procurement Services so the card can be temporarily suspended.  Procurement will monitor the transactions and submit them on behalf of the cardholder so that the approving official can enter a business purpose, chartfields and receipts prior to approving the transaction.

Approving officials must notify Procurement of any employees with a ProCard who transfer to other departments or retire so the card can be canceled.  Cardholders who transfer departments will have to reapply if they will need a ProCard in their new position.

Employees and/or their approving officials are responsible for returning/collecting any receipts or other documentation when an employee leaves the institution or department.  The card should be destroyed.

Lost/Stolen Cards and Disputed Transactions

To report a ProCard lost or stolen, contact the bank as soon as possible at (800) 685-4039.  The university and the department may be held liable for any charges made on the card if it is not reported in a timely manner.

Transactions that the cardholder does not recognize must be disputed with the bank within 60 days. 

Violations

Procurement Services, Compliance & Risk Management and other offices regularly conduct reviews of ProCard transactions.  These reviews may look for compliance with this and other policies.  Where findings of non-compliance are repetitive and/or egregious in nature, a variety of consequences can occur, including but not limited to:

Best Practices

Use the ProCard for all situations where it applies
Whenever allowable, the ProCard should be used.  This helps cut down on administrative work within the department, in Procurement Services and in Accounts Payable. 

Utilize preferred vendors when using the ProCard
Whenever possible, use the ProCard with DePaul’s preferred vendors as opposed to competitors.  DePaul has negotiated discounts and services with these vendors.  Additionally, using these vendors increases the university’s purchasing power which will assist with future negotiations.

Enter detailed comments into the ProCard online system for all transactions
Detailed comments will allow the approving official and Procurement Services to easily determine what the purchase is and its business purpose.  Insufficient documentation may lead to additional questions or an audit. See the Narrative Details Best Practices document for examples.

Approving Officials should review all receipts
Detailed documentation alone does not ensure all purchases made on the ProCard were valid.  AO’s should review receipts to ensure the documentation matches the actual purchase and no fraud was committed.

Ensure your card is kept secure at all times
The ProCard should never be left out in the open, in an unlocked desk, or shared with others.  Once the card has been stolen it may take a while for you to notice it is missing and the university will be liable for those charges.

Utilize the ProCard online system reports to keep track of department activity
Approving officials can review at any time the transactions of cardholders.  This should be done on a regular basis to ensure that only appropriate and approved purchases are made.

Guides & Instructions

IntelliLink Manuals

Additional Resources