Responsibilities

 

Cardholder 

  • Use of card is restricted to Cardholder only
  • Keep card and card number secure
  • Comply with university ProCard program policy and procedures
  • Obtain itemized receipts for each transaction
  • Obtain credit from merchant on returned goods and disputed items
  • Review purchases online and distribute to appropriate chartfields
  • Reconcile monthly statements with receipts and deliver to Approving Official for approval and submission to Accounts Payable by the 10th of each month
  • Immediately report lost or stolen cards to the credit card company, ProCard Program Coordinator and Approving Official
  • Return the card to the ProCard Program Coordinator before leaving the university or when there is no longer a need for the card
  • Submit an updated ProCard Application form if a change in Approving Official Change is made
  • Agree to the consequences of violating the ProCard program policy and procedures
  • Review charges for appropriateness of expense(s)
  • Be familiar with SJSU procurement policies
  • Know which items are on the Standard Exclusions list
  • Know the policy/ramification for late submission of statements
  • Notify ProCard Program Coordinator whenever a Cardholder leaves the university
  • Submit signed ProCard adjustment reports  and receipts by the 10th of each month
  • Agree to uphold the expectations of the ProCard program policy and procedures

Approving Official 

  • Review charges for appropriateness of expense(s)
  • Be familiar with SJSU procurement policies
  • Know which items are on the Standard Exclusions list
  • Know the policy/ramification for late submission of statements
  • Notify ProCard Program Coordinator whenever a Cardholder leaves the university
  • Submit signed ProCard adjustment reports  and receipts by the 10th of each month
  • Agree to uphold the expectations of the ProCard program policy and procedures