Budget

Information Services

Institutional Effectiveness and Strategic Planning

Student Billing

Purchasing/Accounts Payable

Check Requests

Procurement Card

Acceptable Purchases

Restrictions

Cardholder Responsibilities

ProCard Quick Reference

Procurement Card Program

Travel

Employee Reimbursement

Maintenance & Operations

Facility Planning/Energy Management

Asset Management

KCTC ProCard Procedures (BP 4.2):  http://www.kctcs.edu/businessservices/BusPro/4.2%20ProCard.doc 

New BA8 form and instructions.

The ProCard was implemented to increase the efficiency of the purchase and payment of small dollar acquisitions and is to be used as the primary purchasing method for small dollar purchases. 

A ProCard can only be issued to a full-time regular employee and can only be used to make purchases for official KCTCS business.

All supporting documentation for ProCard purchases must provide a bona fide business purpose.

There is a maximum default limit of $3000 per transaction.

There is a maximum single item limit of $500.

ProCard Levels:

• Level I – For general cardholders.  This level will facilitate general purchases.
• Level II – For needs beyond the general card holder level, e.g., airline tickets.
• Level III – For “special purpose activities”.  Facilitates restaurant and hotel transactions in addition to the purchasing functionality of both Levels I and II.

Vendor Non-Acceptance of the ProCard: 

• If a good or service is critical and a purchase requisition is not practical, an Employee Reimbursement Form (BA2) may be submitted for reimbursement.  The maximum limit is $500 and a receipt must be attached to the form.
• In such an instance, the cardholder should seek to obtain goods or services from a merchant who accepts the ProCard thereafter.

Sales Tax Exemption Number: 

• Cardholders are to inform the merchant that KCTCS is tax exempt.
• Cardholders are to provide the merchant the KCTCS tax exemption number (A-20633) for each ProCard transaction.
• If the vendor requests a Tax Exemption Certificate, please contact the purchasing office at Leestown or Sharon Bullard at KCTCS and a certificate will be issued accordingly.