Which tasks are available for cardholders

Additionally, complete a Pro-Card Violation Report, located in the "Access Forms Here" area in the top of this guide, for any card suspension or revocation items. Attach these forms and any additional documentation to the monthly statement when action is taken during statement review.

Card misuse ranges from a single minor infraction of policy to intentional abuse or fraud. All violations, misuse, and abuse should be reported using the Pro-Card Violation Report, located in the "Access Forms Here" area in the top of this guide. This online form is sent to the Pro-Card office, who will review the violation and inform you and the cardholder of any subsequent action written warning, card suspension, or card revocation. It is the responsibility of each to monitor for misuse and abuse and to take action accordingly.

If misuse is detected, take immediate action appropriate to the type and level of misuse. Because consequences are progressive, it is important that each occurrence of misuse is documented. Level 1 Misuse: The following infractions are subject to a warning notification:.

Level 2 Misuse: A recurrent pattern of card misuse including, but not limited to the following infractions are subject to temporary loss of the privilege of using the purchasing card:.

Always attach documentation to statement letter of notification, suspension or revocation when issued by the Division. You may request a cardholder's card be suspended or revoked in response to a violation, misuse, or abuse by submitting a Pro-Card Violation Report, located in the "Access Forms Here" area in the top of this guide.

This online form is submitted directly to the Pro-Card office, who will review the violation and inform you and the cardholder of any subsequent action a warning, suspension, or revokation. Note: Changes will be made within three days of receipt of information. Contact the Pro-Card Office procard ucsc. Employees must receive approval from their Divisional Program Reviewer to become a Pro-Card Authorizer PCA and must complete an authorization process before assuming the corresponding responsibilities.

Payment Card Industry Data Security Standard PCI DSS is a set of security requirements developed by credit card companies to ensure that consistent data security measures are in place for sensitive credit cardholder data. New reports are posted during the last week of each month. Purpose: This new extract report will provide Pro-Card Administrators with the ability to look up information for a single user or a group of users. In this tool there is a choice of four different parameters.

If more than one is chosen, the broadest amount of information requested will be displayed. For example: if a level 3 orgn and a data enterable orgn are selected, all of the info for the level 3 orgn will be displayed. Open the attachment with Excel or Google Sheets. Sorting and editing can be done as with any other spreadsheet.

The Pro-Card may be used to procure low-risk, low dollar-value goods that do not require the issuance of a UCSC purchase order.

The table below contains information and examples of items that may not be purchased using your Pro-Card. All allowable Pro-Card purchases those not listed in the table below must still conform to these Pro-Card purchasing parameters:. To purchase restricted items or make purchases outside of your Pro-Card's purchasing parameters, you must submit a CruzBuy Purchase Order. Note: If you need help with a vendor related issue, please provide the vendor name and what you are attempting to buy from the vendor.

Cardholders' Supervisors review these reports to ensure compliance with program and cardholder limitations and restrictions. Supervisor Notification For each month in which cardholder activity occurs, the Pro-Card Administrator sends a notice to the supervisor. Each Supervisor is responsible for notifying the Pro-Card Administrator when there have been any changes regarding the cardholders for whom they are responsible change of supervisor, leave of absence, retirement, etc.

Pro-Card program documentation and transactions are reviewed by both internal and external audits. The following University of California Business and Financial Bulletins and other UC policy are applicable to various purchasing situations:. When making purchases on behalf of the University using your Pro-Card, keep the following in mind.

Never accept any money, commission, object of value, offer of employment, or compensation of any kind which is provided or offered, directly or indirectly, by a supplier, contractor or subcontractor for the purpose of obtaining favorable treatment in connection with a grant or purchase contract. Avoid making, participating in, or attempting to influence any decision if you know or have reason to know that you have a financial interest in the outcome of that decision.

Avoid any personal business or professional activity that would create, or appear to create, a conflict between your personal interests and the interests of the University.

Refrain from accepting gifts, preferential discounts, travel, entertainment, favors or services from current or potential suppliers to the University that might influence, or appear to influence, purchasing decisions. Do not use University credit, purchasing power, or facilities to make purchases of goods or services for yourself or for non-University activities.

Do not make purchases you are NOT authorized to make. Only order goods and services that comply with University Policy. This page location is:. Sign In. Financial Affairs Sign In. Pro-Card Guide Page Content. Online Forms. Pro-Card Cardholder Quiz Certification for new cardholders and re-certification for existing cardholders.

Pro-Card Supervisor Quiz Certification for new supervisors and re-certification for existing supervisors. Pro-Card Violation Report Report a cardholder violation or request card suspension or revocation. Selected Step. Containing Section. Entire Guide. Bank Access Online Guidelines. Divisional Program Reviewer Responsibilities.

Bank Access Online is a web-based electronic program management tool that provides cardholders with quick access to their account information, billing statements, and fraud alert Getting started in AccessOnline is quick and easy.

This section of the user guide provides procedures that will help you get started and manage your login information U. When asked to enter the organization short name, please use UCSC. Enter the card expiration date from the drop-down list. The Licensing Agreement page displays for review.

Complete the contact information fields. Fields with a red asterisk are required. To set up fraud alerts: Select the "My Personal Information" high-level task.

Click the Account Alerts link. Type or update your mobile telephone number. Type or update your email address. Review the account s tied to your user profile.

Scroll down and read the full terms and conditions. To set up statement notifications: Select the My Personal Information high-level task. Click the Email Notification link under Contact Information.

Select Enabled under Statement Notification. Click Save. To take the training, follow these steps: Log into U. Bank Access. Click on "Training" under the Menu List on the left side of page. Copy the "Government Cardholder" password listed under Password Information. Click on "Access Online Web-based Training".

Steps for printing and submitting the monthly statement. If you have access to more than one account, specify search criteria. Note: You can use a percentage sign as a wildcard. Click a cycle link. The statement displays as a PDF. The statement contains: Cardholder address Cardholder account number Amount due Account activity, such as posting date, description, transaction reference number, and transaction amount Customer service information Account balance Print the pdf form, Attach receipts, Sign, Have supervisor sign, Forward to the FAST Office.

The 'My Personal Information' screen displays. Click the " Add Accounts " link. Type the account number in the "Account Number" field. From the 'Account Expiration Date' drop-down menus, select the month and year that the card expires. Type the zip code for the account in the 'Account Zip Code' field. Click the " Add Account " button. The 'Account Access: View Account Access' screen displays with a message confirming that the account was added.

Information automatically programmed into each purchasing card: Card holder's identity Account FOAPAL to which purchases are to be charged only one FOAPAL is associated with each pro-card Dollar limits for cardholder's purchases by purchase, by day, by month Each University Pro-Card is set-up to automatically block purchases with certain restricted vendors based on Merchant Category Codes ex: gas stations, airlines, and car rentals.

Each employee who accepts this responsibility, must complete a Pro-Card Application. If not, complete a Payee Setup Form. Quiz for New Cardholders: To complete the Pro-Card cardholder training certification, review information in this guide and complete the online Pro-Card quiz. Click here to take the quiz Quiz for New Pro-Card Supervisors: To complete the Pro-Card supervisor training certification, review information in this guide and complete the online Pro-Card quiz.

Click here to take the quiz Re-certification of Existing Cardholders and Supervisors Annually, cardholders and supervisors must re-certify by taking and passing their respective quiz. Cardholders are responsible for ensuring proper use of the card in accordance with the following requirements: Purchase items for UCSC business use only Orders must be shipped to campus.

Tell the supplier to address the package to your name and the campus address where you typically receive mail. Never lend or share your Pro-Card Purchase only allowable goods and services. Ensure purchases do not exceed any of your assigned transaction limits per transaction, day, or month splitting purchases into multiple transactions to avoid a transaction limit is never allowed.

Respond to e-mail notifications from the Pro-Card Administration. Return your Pro-Card when reassigned, terminate, or upon department request. Know and understand responsible buying practices, including Purchasing Policies and Guidelines. Contact your Supervisor whenever you need to make changes to your account. Your Supervisor must initiate and approve any changes.

Entertainment expenses may only be purchased on a Pro-Card for authorized colleges and student Student Affairs units. The Entertainment Reporting Addendum form must be submitted with the monthly statement when making these purchases. Enter the 16 digit account number as shown on the Visa card Enter the last four digits of your Employee I.

Enter the five digit zip code see billing address listed near where card was attached U. Bank Access Repeat these steps to register any additional cards received. Note: U. Bank system will verify the information and activate the card s. Complete U. Bank Profile Set-up: Go to: U. Bank Online Instructions Registering Online Set Up Statement Notifications Note: Complete the account profile and statement set-up instructions to receive automatic statement notifications.

When placing orders using your Pro-Card, note the following: You may place orders over the phone, by fax, by Internet and at the store using your Pro-Card.

Whenever possible, request an educational discount. Purchases made over the Internet require a secure connection: be sure the website address begins with https anytime you are entering payment information. If a supplier declines your Pro-Card for a purchase, it may be because you have reached one of your transaction dollar limits daily, monthly, or per transaction.

Occasionally transactions are declined because the supplier has entered incorrect information. Contact U. Bank Customer Service 24 hours a day, 7 days a week, at for clarification. Orders must be shipped to campus. If the supplier asks for your billing address, use the address as it appears on the insert that accompanied your credit card.

This should include your department or campus mail stop address. Locate your Mailstop Address. For appropriate routine purchases, the vendor may keep a record of your Pro-Card billing information on file for ongoing billing charges. For example, if you attempt to purchase from a Hobby shop, your card will be declined: In some cases, such purchases are considered legitimate tangible goods to be used for University business, and can be authorized.

Allowable purchases include: Non-inventorial equipment or supplies valued under your Pro-Card limit. Ongoing monthly charges for supplies, services or utilities e. Monthly cell phone service fees may be paid with a Pro-Card only after the initial contract has been generated using a purchase order.

Initial cell phone contracts must be generated in the University's name. International purchases that do not need to be cleared by US Customs e. Web-based services such as web-hosting, software downloads, online recruitment ads, online surveys, and webinars online conferencing.

Subscriptions for professional use such as a newspaper or magazine subscription. Professional publications Advertisements Software licenses Shipping costs such as postage for University related mailing. Note: Cardholder can request that their Cardholder Supervisor email procard ucsc.

Some items are unallowable or restricted regardless of cost. Refer to the table of Restricted Pro-Card Purchases. Never make personal purchases on your Pro-Card. 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 on your personal credit card.

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 Never accept cash refunds. All refunds must be issued as a credit to the Pro-Card.

Never split a transaction to bypass your single purchase limit. Circumventing your buying authority is prohibited and may result in your Pro-Card being revoked. Examples of split transactions are: splitting any order into two purchases separating a shopping basket of office supplies into two transactions paying for part of a transaction on your Pro-Card and part on your own personal credit card and then requesting reimbursement spliting one transaction between two cardholders Never purchase goods or services from a UCSC employee or from a near relative of a UCSC employee.

Misuse of the Pro-Card may result in the following actions: Notification email Temporary or permanent loss of card privileges Personal liability for purchases Disciplinary action up to and including dismissal For certain serious violations of Pro-Card policy see Restrictions , your card may immediately be suspended or revoked by the Pro-Card Administration team.

If the description is not provided , write this information on the receipt. If you lose a receipt , request a replacement receipt from the supplier. After confirming that your order is complete, sign and date each packing slip, so that you have a record of when the order was received. If your card is lost, stolen, or if fraudulent charges appear on your statement: Immediately notify U. Notify the Pro-Card Administrator with an email to procard ucsc. Review the next statement to identify any unknown charges and begin the dispute process.

Submittal may be by fax, email or campus mail. Note: If sent by fax or email, do not send original documentation as a follow up. Using a Pro-Card to obtain a good or service is appropriate when all of the following conditions can be met: Unrestricted Goods and Services: The good or service is not explicitly prohibited by regulation, contractual requirement, or UC or UCSC policy from being procured using a Pro-Card Purchase Protection: The risk of the supplier of the good or service not being subject to the standard UCSC purchase order CruzBuy terms and conditions is insignificant The procuring department or unit must therefore be willing to accept the risk and bear the costs of remedying any problems resulting from not having the ability to impose the University's standard terms and conditions on the supplier.

All of the following conditions below must apply in order to use a Pro-Card to obtain this service: Critical urgency: The use of the Pro-Card can be demonstrated to be the only practical means to procure a service critical to the timely operation of a vital campus function. Log into U. Refer to Printing Your Monthly Statement for instructions. Print the statement. Only this actual printed statement from U.

Bank will be accepted when submitting receipts. The transaction detail report is only accepted when a cardholder goes on vacation or doesn't have access to U. Bank's website during the statement period due date. Compare each of the charges shown on the statement to your receipts to verify the receipt of goods and the accuracy of the charges.

If a discrepancy is found, attempt to resolve the discrepancy immediately. Attach all corresponding original receipts to the statement. Sign and date the statement. Your signature indicates that you received all goods and that all charges shown are appropriate and accurate. Pro-Card Statements can now be submitted electronically via DocuSign:. This is the preferred method, and automatically routes to the Pro-Card Office. Follow the instructions below to sign and submit Pro-Card statements and receipts electronically.

Note: Each Statement must be submitted separately. Please do not combine multiple statements in a single submission. Step 8: Next Steps? Statement is due to the supervisor no later than 10 business days after Pro-Card statement is available. If needed, the supervisor seeks restitution from the cardholder for any inappropriate purchases. The supervisor signs and dates the statement to indicate approval of the purchases. This approval confirms the appropriateness of the purchases.

If violations have occured, the supervisor will contact U. Bank to change card restrictions. Contact the supplier immediately. Try to negotiate an agreement with the supplier. Document all phone calls and retain all correspondence with the supplier. Note the problem on the statement. Check next statement to confirm credit received, if a credit is due. Follow these steps: Logon to Access Online. Locate the transaction in question see Searching for Transactions below Dispute the transaction and provide information to the bank about why the transaction is being disputed see Disputing Transactions below As specified in the online instructions, Print, Sign, Fax or Mail the dispute form to the Bank.

Attach a copy of the complete documentation related to the dispute. Once disputed, a small D will be displayed next to the record for the transaction. Keep a copy in your records. Type search criteria in any or all of the search fields as follows: Type a merchant name in the Merchant Name field. Click the " Search " button. A list of transactions that meet your search criteria displays at the bottom of the screen. To initiate a dispute for a transaction: Click the " Tran Date " link next to the transaction for which you would like to initiate a dispute.

Click the " Dispute Transaction " link. Click the radio button next to the appropriate dispute reason. Click the " Select " button. The Transaction Management: Dispute Reason screen displays.

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The constitution sought the approval of the people, but all the people did not give their approval to the Constitution. Log in. Study now. See Answer. Best Answer. The tasks vary by organization and may include transaction approval and or statement approval. Study guides. Banking 22 cards. What if previous employer will not return a call for a reference. What information does a cardholder account profile include.

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