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Cardholder Responsibilities

ProCard

  1. All cardholders must sign the Card Application/Change Form.
  2. All cardholders MUST attend a mandatory training session.
  3. All cardholders must sign and accept the terms and conditions of the University of Massachusetts Lowell ProCard Cardholder Agreement Form (pdf).
  4. All purchase transactions processed against the ProCard must be made by the individual to whom the card is issued. The cardholder is responsible for all activity against the card.
  5. The ProCard shall not be used for any of the restricted commodities (see Restricted Purchases).
  6. All purchase transactions for non-restricted items cannot exceed the single transaction limit.
    (Purchases cannot be split to avoid the single transaction limit.)
  7. Purchase transactions may not exceed the monthly transaction limit assigned to the card.
  8. Purchase transactions may not exceed the available budget in the funding source assigned to the card and purchase must be appropriate for that funding source.
  9. Purchases must be for the use and benefit of the University. No personal purchases are allowed.
  10. It is the responsibility of the cardholder to ensure that adequate documentation is maintained for all transactions (see Purchase Documentation, Monthly Reconciliation and ProCard Log (xls)).
  11. It is the responsibility of the cardholder to reconcile the cardholder statement and maintain the ProCard Purchase Log (xls).
  12. It is the responsibility of the cardholder to have the ProCard Log reviewed and signed by his/her immediate supervisor or the Research Administration Financial Administrator as applicable.
  13. It is the responsibility of the cardholder to safeguard the security of the ProCard. Should the ProCard be lost or stolen, it is the cardholder's responsibility to report it immediately to Citi and the University ProCard Manager (see Lost or Stolen Card).
  14. It is the responsibility of the cardholder, as an agent of the University, to ensure proper use of the University's tax-exempt number.
  15. Violation of the policies and procedures contained in this User Guide will result in actions being taken in accordance with the procedures established in this User Guide and also stated on the Cardholder Agreement Form (pdf) (also see Consequences of Misuse).