Using a ProCard

Each employee who is authorized to use a ProCard is required to comply with the following prior to using the ProCard:

1. Attend ProCard User Training
   • See our Training Schedule or
   • Contact Kim Dennis to schedule a training
2. Read Business Procedure 4.2
3. Sign a ProCard User Agreement
   • User Agreement Instructions

When to Use a ProCard

1. When purchasing items costing less than $500 each and where the total transaction amount is less than $5,000.
   • !! See Restrictions on Use of a ProCard !!
2. When purchasing conference registrations. **
3. When purchasing airline tickets. **

** Note: If traveling out-of-state or out-of-country, you must complete out-of-state / out-of-country travel authorization form and obtain proper signatures. This form must be attached to receipt for airfare / conference registration and be included with the ProCard statement on which the charges appear.

How to Use a ProCard

1. Before making the purchase you must:
   • Complete the proper purchasing document and obtain prior approval for the purchase.
     • BA50 is required for purchases of refreshments, meals and accommodations.
       • List of required signatures for refreshments and meals.
     • BA8 is required for all other small dollar expenditures.
       • Instructions for BA8.
   • Check the budget being charged to ensure it is sufficient to cover the purchase.
   Upon making the purchase you must:
   • Provide the vendor with BCTC's sales tax exemption number.
     • Please contact Kim Dennis to obtain this information.
     • If the vendor requests a Tax Exemption Certificate, please contact Barbara Robinson at KCTCS (barb.robinson@kctcs.edu) and a certificate will be issued accordingly.
     • See also Best Practice - Sales Tax Refunds.
2. After making the purchase you must:
   • Obtain proper supporting documentation. See link for examples of supporting documentation.
   • Attach supporting documentation to the BA8 or BA50.
   • Attach the BA8s and BA50s (with supporting documentation) to the monthly ProCard statement.
   • Obtain signatures on ProCard statement.
     • You must obtain your supervisor's signature and
     • Signature of budget authority being charged, if applicable.
   • Perform edits in PaymentNet by due dates.
     • See Instructions for PaymentNet Editing.
   • Submit the monthly ProCard statement and attachments to the Kim Dennis by due dates.

Please see ProCard Guide for detailed instruction on using the ProCard and PaymentNet.