ProCard
The purpose of the ProCard is to provide an easy and expeditious method for employees to make low dollar purchases for their departments. ProCards will be issued only to staff responsible for procurement activities. Cardholders and their Approving Officials have been granted limited authority to make purchases on behalf of San José State University.
For more information please refer to the SJSU Payment Card Quick Guide 2026.
Responsibilities
Cardholders
- Complete the CSU Payment Card Training Course, and stay up to date with training requirements.
- Keep the ProCard and the card number secure.
- Comply with the CSU Payment Card Policy.
- Reconcile monthly statements promptly by matching receipts and providing appropriate supporting documentation in Concur.
- Submit your ProCard statement within 10 days of the billing cycle end date.
- Refer to the SJSU Payment Card Quick Guide 2026 for campus guidance.
- Immediately report lost/stolen cards and questionable/fraudulent charges to the credit card company, ProCard Program Coordinator and your supervisor.
- Return the card to the ProCard Program Coordinator before leaving the university or when there is no longer a need for the card.
Approving Officials
- Complete the CSU Payment Card Training Course, and stay up to date with training requirements.
- Abide by the CSU Payment Card Policy.
- Be familiar with the Procure to Pay Matrix and SJSU's procurement policies.
- Review charges for appropriateness and approve ProCard statements within 10 days of receiving a Concur email notification.
- Know the policy/ramification for late submission of statements.
- Notify ProCard Program Coordinator whenever a Cardholder leaves the university.
Apply for a ProCard
- Make sure that you meet the following criteria:
- Responsible for making low dollar purchases on behalf of your department.
- Before applying for a ProCard, you will need to complete two required training courses:
- Here are the steps to apply for a ProCard:
- Log into Concur.
- Click on "Create Request."
- Select Request Type: "Credit Card Service Request."
- Select Type of Card: "ProCard."
- Complete the form.
- Add Expense.
- Select Request Type: "01. New Card."
- Include the following in the Comments section
- legal name
- date of birth
- department name
- Submit the request.
- Review the Concur Toolkit. for more information:
- The ProCard Program Coordinator will receive a copy of the application and follow up with the requester.
Manage Your Card
Once you have been issued a card, you will need to maintain your account information for:
- Name change[s]
- Increasing/decreasing your credit limit
- Transferring departments
To make changes to your ProCard account, submit a Credit Card Service Request in Concur.
The ProCard Program Coordinator automatically receives a copy of the request once it's completed.
Training
- All cardholders must complete two training requirements prior to card issuance:
- Cardholders should attend the ProCard Reconciliation Workshop after they have made their first purchase on their ProCard. Sessions are held once a month.
Allowable Expenses
- Items from the Spartan Bookstore.
- Memberships [professional or organizational].
- Registration Fees [for yourself or others]
- Miscellaneous Hardware Supplies.
- Miscellaneous Classroom or Lab supplies.
- Shredding Services [from strategic partner Shred City].
- SJSU logo business stationery and business cards [from strategic partner Medius Corp].
What Cannot be Purchased with a ProCard
- Travel Expenses
- Cell Phones
- Printers, including 3D Printers
- Hazardous Chemicals
- Alcohol
- Medicine
- Air Fresheners and Aerosol Sprays
- Software-Related Subscriptions
- Payments to another California State University
- Any expense not related to University business
See the and the CSU Payment Card Policy for a complete list.
Using the ProCard
- Make purchases in person, or via telephone, internet, or mail.
- A detailed receipt is required for every purchase. The receipt must show what you bought, the cost of each item, taxes, and the total amount paid.
- If the merchant needs to ship goods to you, provide the shipping address for freight and vendor shipments.
- Auxiliary organization funds are not an allowable funding source, unless a purchase is split funded with an auxiliary fund.
Reconciliation and Submission
The reconciliation process is outlined in detail on the Concur Toolkit - ProCard Guide.
Please note:
- The ProCard billing cycle is generally from the 24th to the 23rd of the following month, depending on calendar work days.
- You can review your ProCard expenses and prepare your ProCard statement for submission in Concur, at any time.
- However, ProCard statement submission must take place between 6 days and 10 days after the billing cycle end date.
- The direct supervisor and DOA approvers will have up to 10 days to complete their review and approval.
Cardholders can also attend the ProCard Reconciliation Workshop after they have made their first purchase on their ProCard. Sessions are held once a month.
What Not to do with your ProCard
Cardholders cannot:
- Loan out their ProCard to other employees.
- Purchase anything that requires a contract or agreement.
- Purchase software and online services.
- Purchase anything that requires FD&O or University Advancement approval.
For university travel expenses, utilize the Travel Card.
