1. Obtain pre-approval from their PCA or Pro-Card Supervisor.


2. Complete a Payee Setup 204 form (if not already on file).


3. Pass the Pro-Card Cardholder Quiz (13/15 correct, 85% or better).


4. Complete the Pro-Card Application form, obtaining Supervisor and PCA signatures.


5. Once approved and processed, the new Pro-Card will be sent to the PCA via Inter-Campus Mail Services.


6. PCA receives card and signs accompanying internal mail form, acknowledging receipt, and returns it to the Pro-Card team.


7. PCA physically delivers card to Cardholder.
   Note: If PCA cannot physically deliver the Pro-Card please contact procard@ucsc.edu to discuss delivery options.


8. Cardholder completes Pro-Card Agreement.


9. Once the Agreement is received in the Pro-Card Office, U.S. Bank will be contacted to activate card and set up account.

1. Review general standards and allowable purchases before making a purchase.


2. Ensure that your goods are not restricted before you finalize your purchase.


3. Check with your department to see if more restrictive Pro-Card policies exist.


4. Purchase goods and save all receipts. Keep in mind that your billing address is not the same as your shipping address, and incorrect billing addresses will lead to declines.


5. Upon delivery, verify product received is as ordered and in good condition.


6. U.S. Bank will email cardholder when statement is ready, typically on the 11th or the following business day.


7. Log into U.S. Bank Access Online and print your statement. Sign and date it and submit to your supervisor with attached original receipts.


8. If your supervisor is unavailable for an extended period of time, a PCA should sign instead.


9. Statements are due to Supervisor within 10 business days of issuance. Statements can be submitted electronically using the DocuSign enabled web form. More detail on statement submission can be found in the Pro-Card Guide: Submitting Your Statement section.

Pro-Card Supervisors initiate the request of a Pro-Card and are responsible for reviewing and approving monthly statements. Requests for Pro-Cards are sent to PCA's for processing. Supervisors are also responsible for collecting Pro-Cards in the event of employee separation. See Supervisor Responsibilities for more information.

A Purchasing Card Authorizer (PCA) implements internal departmental procedures and acts as a backup for Pro-Card Supervisors that are unavailable to approve monthly statements and perform other duties.

Your PCA can help you change your card in the following ways: change limits, modify funding/FOAPAL, initiate cancellations, and more. See PCA Responsibilities for more information.

• When is my statement due?
• What if my statement is late?
• Where can I access my statement?
• What if I can't access my statement?
• How do I submit my statement?

Credit card transactions can be declined for the following reasons:

• Purchase exceeds card limit
• Purchase prohibited by MCC codes
• Pro-Card account has been suspended
• Incorrect billing address

Below are common reasons that users contact the Pro-Card office:

• The Pro-Card holder or supervisor goes on vacation
• Your Pro-Card has been lost or stolen
• A Pro-Card is used for personal purchases
• An employee transfers to another department or separates from UCSC