ProCard

Employees of Georgetown University with ongoing procurement and/or travel and entertainment responsibilities are eligible to apply for a ProCard, the university credit card, once ProCard Training has been completed.

Contact: procard@georgetown.edu

Training

Prior to applying for a ProCard, an applicant must satisfactorily complete ProCard Training—which is typically held on the second and fourth Thursday of each month.

ProCard Training Registration

Application

After successfully completing ProCard training, submit your application in GMS by navigating to Purchases menu option > ProCard Application.

Application Job Aid

Policies and Responsibilities

The ProCard must be used in accordance with Georgetown University’s ProCard Policy FA 161-07, that outlines the responsibilities for securing the card, making authorized purchases, and reporting expenses in a timely manner. The ProCard Manual provides more detailed information regarding proper use. Please work with your finance officer for budget questions.

Tax Exemption

ProCard users are responsible for ensuring that sales tax exemption is requested whenever available. More information and Sales Tax Exempt Documents can be found on the University Tax Documents page.

ProCard Pilot Program for University Services

July 8th, 2024

The university is implementing a new corporate travel card program for University Services that will feature two distinct cards: a procurement card (blue-colored card) and a corporate travel and…

ProCard Personal Expense Reimbursement Procedure

Expense Report Creation Job Aid for Employee Reimbursement

The employee/cardholder or their delegate must select the personal checkbox on the expense line of the expense report. This will acknowledge that the employee has an outstanding balance and will apply to the balance of all subsequent expense reimbursement request(s), reducing the reimbursement to be paid to the employee.
If there are no reimbursable expenses due for the employee within 30 days, the employee/cardholder must make payment through the online repayment site, paying the correct amount via electronic check (ACH) and providing their name, NetID and email address, and expense report number(s) when submitting payment. This payment will automatically credit Ledger Account 10426, Cost Center CC5000, Fund 1701, and Program PG999999.
Monthly, the Receivables & Payment Systems department will run a report of payments received and deliver it to the Campus Accounting department (for Main Campus and University Services) and designated contacts at GULC and GUMC.
The Campus Accounting department and GULC/GUMC contacts will use the “Create Expense Receivables Repayment” task in GMS, to give credit for the returning funds, and reconcile to the payment made by the employee/cardholder.