SLC Policies and Procedures:
ProCard Use

The most popular way to spend money available in your student organization account is the State of Wisconsin Procurement Card (“ProCard”).

If your student organization is SLC registered, you may request use of the ProCard.

If your request if approved, then you can come to the SLC and use the ProCard, by calling in an order, or placing your order online, which are the preferred spending methods. In unique situations, you may be able to check the card out, use it at a local vendor, and return the card on the same day.

It takes 48 hours to review each and every request to use the ProCard. The SLC will not grant requests that do not adhere to the 48 hour rule. All student organizations are required to adhere to the ProCard policies and procedures as outlined below or you may not be able to access the funds in your university account.

1. The Treasurer and a designated purchasing officer must attend a training session with the financial specialist at the SLC and complete the Designated User Agreement Form. Each group is allowed to authorize two members, in addition to the Treasurer, to use the ProCard.

2. The treasurer must contact the SLC to request use of the ProCard. The request must be sent at least 48 hours in advance. If the request is for a special event, a special event meeting will have to take place at least 6 weeks prior to the event.

3. If the purchase is approved, the SLC will set up a time for the purchasing officer to come to the SLC and make the purchase. The ProCard is only allowed out of the office if the purchase cannot be made online or over the phone and is never available for use overnight or on the weekend.

4. If the purchase is for food for a meeting or special event, then a Headquarters City Form will need to be completed and approved before the purchase can be made (which can be obtained in the SLC).

5. All supporting documentation is required at the time of the purchase justifying the business purpose of the expense (an event brochure, agenda, and list of participants).

6. A ProCard Purchase Form and ProCard Check-out Form must be completed and turned in to the SLC staff in order to use the ProCard.

7. The ProCard can be used like any other credit card. You must obtain all receipts (both the itemized and credit card copy) for any purchase made on the ProCard and submit them to the SLC upon return.

8. If the ProCard is taken out of the office it is due back immediately after the purchase is made. It may be left in the SLC drop box.

Receipts, updated participant lists, and any changes on the ProCard Purchase Form must be turned in or electronically sent to the SLC within 24 hours of the time of purchase. If the SLC is closed when you come to turn in required receipts and forms, you may place the documents in the SLC mailbox on the first floor of the Engineering Centers Building near the University Avenue entrance, or you can put them in the key drop box located next to the doors of the SLC.

The following items are not allowed to be purchased using the ProCard:

• Air conditioners
• Alarm (security) systems
• Alcoholic beverages
• Capital equipment
• Temporary Help
• Biological safety cabinets
• Non-business purchases
• Controlled substances
• Gasoline
• Hospitality expenses (food/flowers/plants)
• Radioactive materials
• Ammunition/weapons
• Motor Vehicles expenses
• Printing (in excess of $50)
• Tax reportable services
• Insurance
• Legal services
• Cash Advances

We expect all students to respect and adhere to these policies and procedures. SLC staff members are unable to change these rules as they are governed by the State of Wisconsin. NO exceptions can be made.