SPF Procurement Card Guidelines

Faculty and staff members (whether employed by Stateside or SPF) are eligible to apply for an SPF ProCard. While it is most common for the Principal Investigator (PI) to hold an SPF ProCard, research support staff are also eligible to apply. The ProCard will not be issued until both the Cardholder and their One-Up Approver have completed the required training in CSU Learn.

For SPF related purchases, the SPF Executive Director evaluates the business justification provided by the applicant to determine whether a card should be issued.

Note - Student employees are not authorized to apply for a ProCard.

Usage 

As a Cardholder, you are responsible for ensuring that all purchasing transactions comply with SPF guidelines and any funder-specific restrictions. This includes adherence to conflict of interest laws and careful consideration of any potential impact purchases may have on your personal financial interests.

Before making a purchase, ask yourself:

• Is this purchase appropriate for the project’s scope of work?
• Is it allowable based on the funding source?

If you are uncertain, please consult with SPF staff prior to making the purchase to ensure compliance.

Security

Cardholders must protect their ProCard at all times to prevent unauthorized use.

• The ProCard is issued to an individual and may only be used by the Cardholder of record.
• Cardholders must not share their card or allow others to make purchases on their behalf.
• The Cardholder is responsible for all transactions made with the card.

SPF must be notified immediately if:

• The card is lost or stolen
• Unauthorized transactions are discovered
• The Cardholder separates from employment

Reconciliation

Cardholders must complete a monthly reconciliation following the instructions in the [ProCard Reconciliation Submission Guide]. Completed and signed reconciliation packets must be submitted by 10:00 a.m. (or earlier) on the deadline stated in the ProCard Schedule, which is communicated to all Cardholders each period.

Reconciliation packets should be submitted during the designated submission window. If you encounter delays in collecting required signatures, please notify Accounts Payable by emailing spf-procard@humboldt.edu to inform them of any issues.

Training

The ProCard will not be issued until both the Cardholder and their One-Up Approver have completed the required training in CSU Learn.

One-Up Approver Responsibilities

The designated One-Up Approver is responsible for reviewing the Cardholder’s transactions at least monthly to ensure compliance with CSU policies, SPF guidelines, and funder-specific restrictions.

• A Cardholder may not serve as their own One-Up Approver.
• All Approvers are required to:
  • Complete the required training in CSU Learn
  • Complete annual Conflict of Interest training administered by the CSU Chancellor’s Office
  • Submit a Form 700 each year

The University will provide notifications and instructions for completing both requirements.

Eligible employees should follow the steps below to request an SPF ProCard. If approved, the default limits are:

• Single purchase limit: $5,000
• Monthly credit limit: $10,000

Requests for higher limits may be considered with reasonable justification.

Steps to Request a ProCard:

1. Submit a SPF ProCard Application through DocuSign.
2. Once the application is approved, both the SPF Cardholder and their Principal Investigator (or designated One-Up supervisor) must complete the required ProCard Training in CSU Learn.
   • Note - The ProCard will not be issued until both parties have completed the training.

Authorized SPF ProCard Purchases

The SPF ProCard is intended for the purchase of commodities under $5,000 that are allowable, allocable to the project, and not otherwise prohibited.

• Splitting purchases to circumvent the $5,000 single-purchase limit is strictly prohibited.
• All purchases must be allowable under the specific SPF project and funding source.
• Personal or unallowable expenses must be reimbursed to SPF by the Cardholder.
• Use of the ProCard for unauthorized, inappropriate, or personal items is a policy violation.
• Multiple violations may result in suspension or revocation of card privileges.
• Note - Higher spending limits may be requested with reasonable justification.

Restricted and Prohibited Purchases

Certain purchases are restricted and require pre-approval or an additional process before using the SPF ProCard. Written approvals and justifications must be attached to the monthly reconciliation packet.

Restricted Purchases (Require Additional Approval or Process)

Items That May NOT Be Purchased on an SPF ProCard

• Travel or travel-related expenses, including:
  • Airline tickets
  • Car rentals
  • Automotive gasoline and oil
  • Hotels, motels, and other lodging
  • Meals for travel (all travel costs must be reimbursed through a SPF Travel Expense Claim)
• Ammunition or firearms
• Animals and animal-related products
• Cash advances or cash refunds
• Controlled substances
• Donations or contributions to funding platforms (e.g., Kickstarter, GoFundMe)
• Medical services or first aid supplies
• Prescription drugs
• Parking tickets
• Personal items or purchases
• Split transactions to bypass the ProCard spending limit

Note - SPF Accounts Payable may still reach out to Cardholders to request additional context or details for specific purchases not listed above. In most cases, with sufficient documentation and approval, purchases that are allowable, allocable, and reasonable in support of the project’s activity should be acceptable.

Receipts & Documentation

After each purchase, the Cardholder must retain an itemized receipt or invoice. Valid receipts must:

• Be itemized & include any taxes and shipping
• Include the accurate amount charged
• Prove payment
• Include the transaction date
• Note: Packing slips, itineraries, and confirmation notices are not valid receipts

If a receipt is lost, a SPF Lost Receipt Form must be submitted. Repeated lost receipts may result in loss of ProCard privileges.

Monthly Reconciliation Timeline

• The billing cycle ends on the 16th of each month (or the next business day)
• Charges are typically available in PeopleSoft the following business day
• Business Services will email Cardholders with the reconciliation due date. Completed and signed reconciliation packets must be submitted by 10:00 a.m. (or earlier)
• Cardholders must review transactions and assign the proper chartfields in PeopleSoft
• Submit reconciliations via the SPF ProCard Reconciliation DocuSign Power Form

Reconciliation packets should be submitted during the designated submission window. If you encounter delays in collecting required signatures, please notify Accounts Payable by emailing spf-procard@humboldt.edu to inform them of any issues.

Cardholder Checklist

✔ Ensure all charges adhere to SPF ProCard Guidelines
✔ Protect the card; do not share or authorize others to use it
✔ Immediately report lost or stolen cards to the bank and follow their instructions
✔ Review and update chartfields: Account, Fund, Department, and Project
✔ Confirm funding availability and alignment with project scope and budget
✔ For hospitality purchases, include the completed and signed Hospitality Form
✔ Mark any chemical purchases with “HAZ” in the reference field
✔ Ensure receipts are complete and meet documentation requirements; provide additional context or details for specific purchases as needed
✔ If a receipt is lost, include a fully completed and signed SPF Lost Receipt Form
✔ Attach required approvals (IT, Facilities, etc.)
✔ Print reconciliation in landscape orientation
✔ Obtain One-Up Approver's signature
✔ Submit reconciliation by the due date

Approver Checklist

✔ Monitor assigned Cardholder transactions for appropriateness and compliance
✔ Verify that all charges adhere to SPF ProCard Guidelines
✔ Confirm accuracy of Account, Fund, Department, and Project codes
✔ Ensure funding is not over-committed per the available project budget 
✔ For hospitality charges, verify the Hospitality Form is complete and signed
✔ Confirm “HAZ” is noted for chemical purchases
✔ Review receipt documentation for completeness and validity
✔ Require SPF Lost Receipt Form when applicable; monitor for repeated issues
✔ Identify and address policy violations
✔ Notify SPF immediately of any personnel changes or cardholder separation to ensure proper account management and to prevent unauthorized use of the SPF ProCard

ProCard Cycle Dates

ProCard 2025–26 Cycle Dates

Unauthorized transactions or failure to follow SPF ProCard guidelines may be deemed a violation. In addition to reimbursing SPF, a written warning will be issued. Continued violations may result in revocation of SPF ProCard privileges and/or cancellation of the card.

Examples of Violations

• Reconciliation report not signed by the One-Up Approver
• Reconciliation report submitted to Accounts Payable after the due date
• Default chartfield not updated in PeopleSoft during the reconciliation process
• Making prohibited purchases
• Missing or inadequate supporting documentation (e.g., no itemized receipt or SPF Lost Receipt Memo)
• Chemical purchases not identified with “HAZ” in the reference field or failure to follow chemical inventory protocol (Chemical Inventory Protocol - Coming Soon)

If violations are not corrected within 30 days of the reconciliation deadline, the card’s credit limit will be temporarily reduced to $1. Limits will be restored only after required documentation is received and reviewed for completeness.

Serious Misuse

Use of a SPF ProCard to commit or facilitate an act in violation of state or federal law will result in immediate card cancellation. A card may also be suspended or canceled:

• At the discretion of the SPF Executive Director
• Upon department transfer or separation from the University or Auxiliary 

Additional Notes

If a Cardholder fails to complete required Conflict of Interest training within six months, card privileges will be suspended until the training is completed.

The SPF ProCard Revision Request is used to request changes to an existing SPF ProCard.

Revisions may include:

• Cardholder name change
• Department ID change
• Default chartfield update
• Change in single transaction limit
• Change in monthly credit limit
• Card cancellation

The DocuSign form will prompt the cardholder to attach a detailed explanation (Word document or PDF) describing the need for the requested revision using the attachment button in the right-hand margin. For most revisions, the explanation should be more than two sentences and provide clear justification for the change.

This form routes to the Post-Award Grant Analyst first for review, followed by the SPF Executive Director and University Procurement for final approval. Once approved, changes to spending limits take effect immediately.

Lost Receipts

If a Cardholder loses a receipt or invoice and a duplicate cannot be obtained from the vendor:

• Complete the SPF Lost Receipt Form
• Attach it to the monthly reconciliation packet
• If more than three lost receipts occur within a fiscal year, it may result in suspension or revocation of ProCard privileges

Disputed Charges

A disputed charge is not necessarily fraudulent. It may include:

• Incorrect transaction amounts
• Goods/services not received

Cardholder responsibilities:

• Contact the vendor to resolve the issue
• Monitor and ensure the appropriate credit is applied
• Notify Accounts Payable at spf-procard@humboldt.edu as soon as the issue is identified
• Keep all communication records (names, dates, outcomes) in case of formal disputes.

Fraudulent Charges

If a fraudulent charge is discovered:

1. Immediately contact U.S. Bank at (800) 344‐5696 to report the charge
2. The bank may place the card in fraud referral status, suspending its use
3. U.S. Bank will attempt to contact the Cardholder by phone
   • A voicemail will only be left if the greeting identifies the Cardholder by name
4. Accounts Payable will be notified by U.S. Bank and will follow up with the Cardholder

The Cardholder must:

• Sign an affidavit attesting to the fraudulent charge (provided by U.S. Bank)
• Submit a copy of the affidavit with the monthly reconciliation
• No vendor contact is necessary in fraud cases

Declined Transactions

If a transaction is declined, contact U.S. Bank Customer Service at (800) 344-5696.
Common reasons for declined charges include:

• Card not activated
• Cardholder has reached transaction or monthly credit limit
• Vendor’s Merchant Category Code (MCC) may be blocked if it falls under typically restricted use categories
• Incorrect billing address or card details provided
• Technical issues between vendor and bank
• Depending on the reason, you may also need to contact Accounts Payable at spf-procard@humboldt.edu to help troubleshoot 

Replacing an SPF ProCard

Cards may need replacement due to:

• Being lost or stolen
• Wear and tear or malfunction
• Cardholder department transfer or role change

To report a lost or stolen card:

1. Immediately call U.S. Bank 24-Hour Customer Service at (800) 344‐5696
2. Notify Accounts Payable at spf-procard@humboldt.edu
3. Notify your One-Up Approver 

Returns and Exchanges

Cardholders must coordinate directly with the vendor before returning items. 

• Returned items should be credited, and replacements charged as new transactions
• Cash refunds are strictly prohibited and constitute a policy violation
• Always retain documentation (emails, receipts, notes) related to returns or exchanges

The original purchase expense and any associated credit must be reconciled to the same chartfield.

If the credit does not appear on the card statement in the same reconciliation period as the original charge, the Cardholder must note which month’s reconciliation included the original expense.

For guidance on chartfield usage related to returns and exchanges, refer to the Frequently Asked Questions outlined in the below menu. 

Card Payback 

Coming Soon. 

Can I exceed spending limits?

There may be times when circumstances require exceeding your set spending limits. To do so, you must submit a ProCard Revision Request Form to request a higher limit. 

What is a restricted transaction?

Restricted transactions require written or emailed pre-approval prior to purchase and must have an allowable funding source. Approval documentation must be included with your monthly reconciliation. Purchases must not be made before approval is obtained. See Restricted & Prohibited Items outlined in the above menu. 

What is a prohibited transaction?

Prohibited transactions are unauthorized and may never be used to acquire goods or services regardless of funding source. See Restricted & Prohibited Items outlined in the above menu. 

May I use my SPF ProCard for personal purchases?

No. The ProCard may never be used for personal purchases, even with the intent to reimburse SPF. All purchases must be appropriate for the project’s scope of work and deemed allowable based on the funding source.

Can I lose permission to use my ProCard?

Yes. Unauthorized use or repeated policy violations can result in disciplinary action, including cancellation of your ProCard.

Your card privileges may be revoked if you:

• Fail to submit receipts and required documentation
• Fail to assign correct chartfields to transactions
• Make prohibited or unauthorized restricted purchases
• Violate Hospitality expense procedures
• Make personal purchases
• Share your ProCard
• Split purchases to bypass limits
• Submit reconciliations late

How do I payback my ProCard?

Coming Soon.