Student Organizations » FAQs » Procard Usage and Receipts
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What is a procard?

Procard is short for procurement card (UMKC purchasing credit card). A procard is how majority of the purchases are made by student organizations at UMKC. UMKC Student Life Office is not allowed to reimburse a student if personal funds are being used to purchase items unless it is travel related.

 

How do I obtain a procard to purchase items for my student organization?

Call or email your fiscal advisor in the Student Life Office for an appointment to borrow the procard. On the day of your appointment, just stop by the Student Life Office to pick up the procard. Remember to pick up a UM tax exempt letter as well if you do not already have one.

 

How long can I hold on to the procard?

A few hours. The procard needs to be returned together with an itemized, tax exempt receipt from the vendor to the procard holder. If you need to keep the card longer than a few hours, please inform your fiscal advisor when you make the appointment.

 

Why can’t the procard or tax exempt letter be used at Costco or Sam’s Club?

Both are warehouse retailers and have exclusive credit card agreements with American Express (Costco) and Discover (Sam’s Club). UMKC procard is with MasterCard. UM tax exempt letter can only be used in conjunction with a business membership and not a personal membership.

 

What if there are taxes on the procard receipt?

Please take the receipt and procard back to the vendor to get taxes credited back on to the card. If tax refund is in cash, please have fiscal advisor deposit the funds into the account. You may have to show vendor a UM tax exempt letter if you have not already done so.

 

What if the vendor does not accept credit cards?

Please obtain an invoice from the vendor and work with your fiscal advisor to get the vendor paid in a timely manner. It takes approximately 2-3 weeks from the time you pass the invoice to your fiscal advisor to the time the vendor receives a check.

 

Can I use the procard to pay for a business meeting held in a restaurant?

The procard can only be used to purchase items used on campus such as supplies groceries, catering, take-out, deliveries and equipment. A meeting held in a local restaurant is considered travel. Students must use their personal funds to pay and then submit receipts for reimbursement.