ProCard FAQs

• What is a disbursement packet?
• What if I accidentally lose my original receipt?
• What happens if I receive a ProCard violation?
• What if the vendor does not accept a ProCard?
• What is the difference between a custodial cardholder, a cardholder and a custodial card user?
• What types of activity is a ProCard violation issued for?

What is a disbursement packet?

This is a phrase commonly used in BCTC's Purchasing Department in reference to BCTC processing documents and supporting documentation required under a given circumstance.  For example, a "disbursement packet" must contain all of the following: 

• BA8 or BA50
• Supporting documentation (original receipt, etc.)
• Email correspondence / approvals as applicable
• If applicable:
• Agenda, flyer, announcement of event
• List of attendees
• Sign-in sheet (for meals & refreshments)
• Signed contract(s) 
• !! Only BCTC CFO & CEO may sign contracts !!
• Pre-authorized out-of-state/out-of-country travel authorization forms

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What if I accidentally lose my original receipt?

If you accidentally lose the original receipt:

• Request a copy of the receipt from the vendor,
• Submit the copy as supporting documentation,
• If a copy cannot be obtained, complete an Affadavit for Lost Receipt and attach to the ProCard statement.

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What happens if I receive a ProCard violation?

In the case of a first violation, you will receive a written notification (email or letter) describing the violation.

For a second violation, you will be suspended from using a ProCard for 30 days.

For a third violation, you will lose privileges to use a ProCard.

NOTE: Depending on seriousness of the violation, disciplinary action may also include immediate account termination and/or suspension or termination of employment with BCTC/KCTCS.

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What if the vendor does not accept a ProCard?

If a vendor does not accept a ProCard, you should:

• Attempt to locate a vendor that will accept the ProCard,
• Process the item as a confirming requisition, if possible or
• Process the item as an Employee Reimbursement.
• See link:  Employee Reimbursements for restrictions, etc.

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What is the difference between a custodial cardholder, a cardholder and a custodial card user?

A custodial cardholder is an employee who receives a ProCard and will be allowing other employee's to use the card.

A cardholder is an employee who receives a ProCard and will be the only person using the card.

A custodial card user is an employee who has been given permission by the custodial cardholder to use his/her card.

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What types of activity is a ProCard violation issued for?

A ProCard violation can be issued for any non-compliance with BCTC/KCTCS policy and procedure related to the use of ProCards, including, but not limited to:

• Charging personal charges,
• Splitting a transaction to avoid the single purchase limit,
• Charging capital assets,
• Charging employee hotel accommodations,
• Charging car rental without prior written approval and documented justification,
• Failure to submit statement of account to the ProCard administrator by the established deadline, etc.

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