Apply for / Close a Card Account 

Applying for a ProCard

The organization financial manager completes and submits to Administrative Services, at Campus Box 222, the UCO Purchasing Card Application Form.

The ProCard Manager will process an application to the bank to request a card.  The requesting cardholder will be notified by email when the card is available.  

• Each employee may be issued one ProCard.

• The ProCard may be used only by the named cardholder.

• The ProCard is for authorized University purchases only - personal use is strictly forbidden.

• The cardholder is responsible for retaining receipts and/or appropriate documentation for all purchases including those made over the phone or internet. These must be presented for periodic compliance reviews.

• The financial manager may identify one individual to serve as the primary departmental contact for all questions and transactions related to the ProCard. This individual will be responsible for the location, issuance, control and records associated with the ProCard(s) issued to your department. Each requesting organizational financial manager is ultimately responsible for maintaining records.

• It is required that a back-up contact be identified for support when the primary contact is not available. This person may not be the cardholder of record.

Training Requirements

Completion of ProCard Training is required for both the cardholder and financial manager/approver before a card is issued and every two years thereafter for card accounts to remain active. 

• For cardholders: Register in the UCO Learning Center for "ProCard" classroom instruction.
• For financial managers, or someone who is both a cardholder and financial manager:  "ProCard Financial Manager" online module or "ProCard" classroom instruction.  Both are found in the UCO Learning Center.

Card Replacement

The ProCard is terminated on the last day of the expiration month indicated on the card.  A replacement card will automatically be issued during the expiration month, and the cardholder will be notified by email when it is available for pickup.

Close Account / Change of Employment

When cardholders are transferred or terminated, use of the ProCard is no longer authorized. The card should be returned immediately to the ProCard Manager for cancellation. Failure to return the card may result in withholding of pay. If an employee transfers to a new assignment, they may apply for a new card account by submitting the ProCard Application Form to Campus Box 222. All ProCard receipts and other documentation will remain in the department for which the purchases were made.