Coronavirus Information from Administration & Finance

ProCard

  COVID-19 ProCards:

Majority of campus ProCards have been suspended, please contact active cardholders in your department to make low dollar purchases (under $2,500). Click here for list of active ProCard holders.

Cal Poly provides the University a ProCard to pay for low risk, low-dollar goods valued at $2,500 or less that do not require a Purchase Order. It is designed to delegate authority and responsibility to enable users to quickly and conveniently make low-dollar purchases, therefore it is the best payment solution for such goods and should always be considered before other methods, especially reimbursement.

ProCard Benefits:

  • Efficient, timely and cost effective
  • Able to procure low dollar items in person, by mail, by phone, or online
  • Eliminates the need for vendor payment requests or reimbursements which have time-consuming and costly processes
  • Vendors are paid immediately by the credit card company, increasing vendor goodwill
  • Vendors are paid directly, eliminating financial burden from students or employees
  • Reduces number of payments; University makes one payment to bank (to pay credit card bill) rather than one payment per transaction or per vendor.

It is each Cardholder, individual and/or department, to read, understand and abide by the ProCard Policy and Procedures.

ProCard Allowable Purchases:

All allowable ProCard purchases must conform to these ProCard purchasing parameters:

  • Per single purchase: maximum $2,500
  • Per month: maximum $5,000
    1. Off-campus services with no contract required
    2. Subscriptions and memberships
    3. Conference or training registration fees for groups or students1
    4. and training registration fees
    5. Professional dues
    6. Printing
    7. FedEx and UPS (off campus)
    8. Postage
    9. Advertisements
    10. Campus guest parking pass
    11. CSU Marketplace vendors
    12. On-campus catering2
    13. Tables, chairs, tent rentals2
    14. Furniture (ONLY with waiver)3
    15. Hospitality expenses (Only allowable and with Hospitality Justification Form per Hospitality policy) 3
    16. Local hotels for hosting and hospitality, including hospitality-related deposits (ONLY with waiver)3
    17. Software (ONLY with waiver)3
    18. Hazardous Materials3
    19. Employees ONLY, ProCard should always remain in employee’s possession

1 when travel is required, state employed faculty and staff must use their Concur Travel Card for conference or training fees

2 approved vendors, see appropriate category page for vendor list

3 click on link to get ALL the details since users are responsible for following the appropriate process, procedure and/or policy. Not following the appropriate process, procedure or policy may result in non-payment and the user may have to pay the University back

ProCard Non-Allowable purchases4:

  1. Travel related expenses (see Concur Travel Card)
  2. Personal purchases
  3. All on-campus services, regardless of value/amount
  4. Splitting of purchases to circumvent the $2,500 single purchase limit
  5. Purchases which result in a conflict of interest
  6. Cellular Service
  7. Amazon Prime, Costco memberships or other similar personal memberships
  8. Software automatic renewals
  9. Fines, late fees, penalties, interest charges of any kind
  10. Uniforms and safety shoes
  11. Drones
  12. Any agreement or contract which requires signature (lease, maintenance, consulting)
  13. Cash advances or cash withdrawals from ATM machines
  14. Cardholders must not allow other persons to make purchases using their individual ProCard (user’s name on card). See Department Card)
  15. Purchases that result in copyright infringement
  16. Non-employees; exiting employees individual ProCards must be returned to Strategic Business Services in Administration building, rm. 128

4 Violations may result in the ProCard being taken away from user

To purchase restricted items or make purchases outside of cardholder’s ProCard's purchasing parameters, you must contact your Procurement Specialist

ProCard Calendar for 2018
Month Reconciliation period Statement is due
January16th - 29th30th
February16th - 26th27th
March16th - 27th28th
April17th - 26th27th
May16th - 29th30th
June18th - 27th28th
July17th - 29th30th
August16th - 29th30th
September18th - 26th27th
October16th - 28th29th
November16th - 28th29th
December17th - 20th21st