From which location can you approve a cardholder statement

To take the training, follow these steps:. Bank Commercial Customer Service: Authorized employees use the Visa card to acquire low cost items for their campus unit. Bank for the purpose of purchasing low-value, unrestricted goods for University work-related use. Note: Each Pro-Card is issued in the name of the authorized employee; however, the University pays expenses incurred on the Pro-Card.

Prepare for the quiz by reviewing information in the Pro-Card Guide. In order to take the quiz, you must have a CruzId Gold account. Important: For those that serve dual roles as both Pro-Card Cardholder and Supervisor, you must take and pass both quizzes. To complete the Pro-Card cardholder training certification, review information in this guide and complete the online Pro-Card quiz.

To complete the Pro-Card supervisor training certification, review information in this guide and complete the online Pro-Card quiz. Annually, cardholders and supervisors must re-certify by taking and passing their respective quiz. There is no limit to the number of times this re-certification may be attempted. Cardholders are responsible for ensuring proper use of the card in accordance with the following requirements:. Note: Do not use your Pro-Card to purchase goods or services that are not allowable under the terms of state or federal funds.

In order to submit the Pro-Card Agreement, an employee must first have been authorized to receive a Pro-Card and have successfully passed the Training Certification.

The Pro-Card Agreement must be completed. Note: By signing the Agreement, a Pro-Card holder is agreeing to observe all applicable policies and procedures. Requests over this standard limit must be reviewed by the Accounting Director before approval.

Once you receive your Pro-Card, it must be activated before it may be used. Enter your account number and the last 4 digits of your employee identification number in lieu of your Social Security Number.

Note: Complete the account profile and statement set-up instructions to receive automatic statement notifications. These codes are also tied to restricted purchases at U.

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. If you receive a decline on your card and want to request an exception, timing is key. MCC codes only stay present at the bank for 24 hours, and that code must be provided to the Pro-Card team in order for it to be added to your profile.

Provide the following within 24 hours of the decline to procard ucsc. The Pro-Card team will assess if the item is appropriate for the Pro-Card, and will respond with a decline or a one-time approval. If approved, the MCC is added to your profile by the administrator and you will be notified via the email you provided. At that time, you will receive further instructions on how to document your transaction.

Added codes are automatically removed after one week. If you need more time, please inform procard ucsc. You must know and observe all of the following rules that apply to the use of the Pro-Card. Remember, there are significant consequences for breaking the rules. For certain serious violations of Pro-Card policy see Restrictions , your card may immediately be suspended or revoked by the Pro-Card Administration team.

These violations include the following:. As the Pro-Card holder, you are responsible for verifying that you received exactly what you ordered. If your card is lost, stolen, or if fraudulent charges appear on your statement:.

Note: You will be issued a replacement card to your campus address within days following bank notification and you will need to activate the account and add that account to your U. Bank profile. See Adding Accounts. On the form, complete these steps:. Contact the Pro-Card Administrator , if an urgent situation exists. The UCSC Procurement card Pro-Card may be used to purchase certain goods and services when the use of other procurement mechanisms, such as CruzBuy, can be demonstrated to be unfeasible or impractical given the circumstances.

Using a Pro-Card to obtain a good or service is appropriate when all of the following conditions can be met:. Procuring Goods: A Pro-Card may be used to procure low-risk, low dollar-value goods. Low dollar-value: The maximum amount that a Pro-Card holder may spend on an individual or aggregate purchase in a given time period, is subject to the three purchase limit parameters that were listed on the cardholder's application:.

Procuring Services: Services are generally obtained using a CruzBuy purchase order to obtain the efficiencies and safeguards provided by the standard UC terms and conditions imposed on a supplier.

However, there may be certain urgent situations when a Pro-Card is the only practical way to obtain a service in a timely manner in order to perform a vital University function. 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.

Services for which the Pro-Card may specifically not be used include the following:. Bank statement is issued only when there has been card activity during the previous month.

Your statement will standardly be available on the 11th of each month. An exception occurs when the 11th falls on a holiday or weekend. When that occurs, statements will be available the following business day to view and print through U. Bank Access Online. Your statement is due to your supervisor no later than ten business days after your Pro-Card statement is available. Supervisors, see Reviewing Cardholder Transaction Detail Reports for instructions regarding Cardholder statement review.

Adding your email address to your Access Online profile helps to ensure that you receive email notification when a statement is available. See: Set Up Statement Notifications. Note: If you fail to submit your statement within 60 days after it has become available, your Pro-Card will be suspended. Refer to Reviewing and Approving your Statement for more information.

Reports, statements and receipts are to be reviewed and reconciled monthly. Failure to observe the established timeline may result in:. Policy requires that the submittal occur within ten business days of statement availability. If your statement includes fraudulent charges follow these procedures and notify U. Submit your statement as normal and include a brief note outlining the charge s in question and your response.

Enter the first name, last name, and CruzID of the Pro-Card Cardholder and the Supervisor - Both of these roles are required and will sign the statement.

One optional additional approver may be added to the routing order. This is not required and will not apply for most users. It is unchecked by default. Note: Double-check the correct user information is entered! An email invitation to begin the signing process on our DocuSign eSignature platform will be sent to the Cardholder email that was provided.

Navigate to your email and click on the "Review Document" button. Note: DocuSign emails can occasionally land in the spam folder. Click on the yellow attachment button and upload any receipts and supporting documentation that you have. See the Receipts and Documentation Requirements Section for more details.

Once the Cardholder and Supervisor have signed, the form will automatically route to the Pro-Card Office. All participants will receive a completed notification via email, through which a copy of the finished document s may be downloaded.

The cardholder's supervisor reviews the monthly statement and corresponding receipts. This review verifies both the appropriateness of each purchase and compliance with purchase restrictions placed on the cardholder.

Disputes with suppliers are initially handled by the Cardholder. For example, if an unknown transaction is listed on the statement, or if an amount shown doesn't match the receipt.

First try to resolve the dispute directly with the supplier. This is the best and most efficient means of handling any disputed charges. Suppliers will most likely work with you to resolve any differences.

If an agreement cannot be reached with the supplier or if a credit does not appear on the next statement, U. Bank will resolve the matter for you. You must, however, contact U. Bank within 60 days from the transaction date. Follow these steps:. When you select an account, the Transaction Management: Transaction List screen displays. By default, the current cycle is selected. You can select the " Search Transaction " link if you want to find an individual transaction or group of transactions using specified criteria.

A key feature of AccessOnline is the ability to initiate a dispute for a transaction. This functionality allows you to choose from a list of potential reason codes for disputing a transaction. After selecting your dispute reason, the system takes you through the appropriate steps for submitting the dispute request. Note: Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute.

The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa's dispute rules. When going on vacation or taking a leave of absence, if there has been any activity on your Pro-Card during the previous month, your transactions need to be reconciled before you depart. If your supervisor is unavailable for an extended period of time, a PCA should sign instead. If your employee is going on vacation or leave, ensure that they follow the steps below before they depart.

Additionally, if your employee has recurring payments that will go on their statement while they are on vacation or extended leave, contact procard ucsc. Log onto the Access Online website and complete the following steps:. Print the Transaction Detail report and attach the receipts to your report. After review for completeness and accuracy, submit the packet to your supervisor.

As soon as you return from your absence, print the statement for that month's cycle. An employee may be identified as a Pro-Card candidate by a variety of individuals.

An ideal candidate for a Pro-Card:. This detail report is not to be used as a substitute by the Cardholder for the statement issued by U. Note: If a statement includes fraudulent charge s , be sure the cardholder has reported the issue to U.

Ensure the cardholder follows-up with U. Bank on the issue as necessary. The Supervisor may determine at any time to make a change to the Cardholder account to meet changing needs. Examples of changes to an account include:. 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.

Search and select a different cardholder account for each statement. It may be used to request a copy of the sales receipt. Transaction management. Account Information. Approve or reject each section at a time. Complete a U. Autoapproval when I approve my statement. That is an inaccurate statement. It depends on the geographical location and the demographics particular to that location. Cardholder Statement of Account. Log in. Study now. See Answer.

Best Answer. Study guides. Banking 21 cards. How do you find the profile of a user labeled only by an ID. Which locations can you approve a transaction. How do you view statements for different accounts if you have access to more than one cardholder account. How would you run a report that included only office supply merchants. What information do you need to log in to Access Online. When viewing a carholder statement how do you specify which cycle to view.

How would you find out which functional entitlement group you belong to. From which location can you approve a cardholder statement. Q: From which location can you approve a cardholder statement? Write your answer Related questions. Which location can you approve a cardholder statement? What location can you approve a cardholder statement? What location can you approve a cardholders statement? How do you approve your statement when you are ready to approve your statement? When you are ready to approve your statement how do you approve?

How many months of data are available for the cardholder account statement viewing? Whenever a transaction is formally disputed the cardholder must complete either a us bank cardholder statement of questioned item form or a citibank government cardholder dispute form? What is the Cardholder Statement of Account?

How many months data are available for cardholder account statement viewing? Prior to submitting a us bank cardholder statement of questioned item or a citibank government cardholder dispute form the cardholder should first try to resolve any billing discrepancies such as it? How do you view statements for different accounts if you have access to more than cardholder account?

How many months of data available for cardholder statement viewing? How many months are available for cardholder account statement viewing?