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Library Business Services

ProCard Debit Card/MasterCard Purchasing Card

Individuals who make purchases for their cost centers may be interested in utilizing the ProCard, a debit card issued under the MasterCard brand that allows authorized UCLA employees to make purchases where MasterCard transactions are welcomed. Some guidelines for employees who wish to use the card include:

• Cards are issued to individuals. Use of the card, including the reconciliation of transactions, is the responsibility of the cardholder.
• Reconciliation of all transactions must take place within five days of a purchase. The campus PAC (purchasing) system is used for this purpose. Electronic feeds of transaction information trigger ASAP messages to the cardholder. While timely reconciliation in PAC is a required element of the program, the cardholder can delegate the reconciliation responsibility to a designated person within their department.
• Cards are cost center specific. Only one cost center can be designated as the default full accounting unit (FAU) for each card. The default cost center can be changed during the reconciliation process in PAC.
• Single purchases may not exceed $2500 (including tax and freight). No more than two transactions may occur in one day. Monthly purchases may not exceed $100,000.
• At the present time, the UCLA Library is using the ProCard on a limited basis for book purchases only. Purchases of other supplies and items are currently not authorized by the Library.
• In addition to reconciliation with the PAC system, the Library requires reconciliation with it's internal book fund accounting system. Information regarding each ProCard transaction must be forwarded to Library Business Services to assure that the book fund accounting accurately reflects your purchases.

If you are interested in obtaining a ProCard, you will need to fill out an application and send it to Debra Shade in Library Business Services. For more information on the ProCard and to get an application, visit the UCLA ProCard web site.

For preparers: How to post a procard order in the PAC system.

Last updated 7/8/08