Preferred Method

Use to provide an easy and expeditious method for campus departments to procure a wide variety of low dollar items, office supplies, and limited services, such as:

For restrictions, please see Standard Exclusions (PDF).

Cardholder Responsibilities
  1. Request a ProCard by completing the ProCard Application (PDF).
  2. Take the in-person training course ProCard Reconciliation (FIN903).
    • Cardholders are recommended to complete this course and request system access before you can enter the ProCard Reconciliation functions of CFS.
    • For details about how to register for this course, login, complete the training and request system access, please visit Finance Training.
  3. Save your receipts whenever you use the ProCard to make a purchase.
  4. Each month, you must reconcile your statement to verify that the charges are valid and that goods have been received.
    • For detailed instructions on completing the ProCard Reconciliation in CFS, visit Finance Tutorials.
    • Due dates for ProCard statement processing are listed below.
  5. All questions regarding ProCard policy and use should be directed to the ProCard Coordinator at 408-924-1569.
  • Detailed receipts for each expense. Do not tape over information on the receipt if attaching it on an 8.5" x 11" paper.
  • Include other additional documentation when necessary, such as the Hospitality Expense Justification form.
Additional Requirements

Understanding of the ProCard Manual.


Statement Notification Reconcile Statement/Print Adjustment Report Submit Report
On (or about) the 25th of each month, cardholders are notified via email that their ProCard statements are ready for reconciliation. By the 5th of the following month, cardholders must reconcile their ProCard statements and print their ProCard Adjustment Reports. By the 10th of each month, both cardholders and their Approving Official must sign the ProCard Adjustment Report and submit all documentation to Accounts Payable, Zip 0041.