The EKU ProCard Program provides eligible University employees an efficient method of purchasing small-dollar goods and travel-related expenditures.
ProCard Forms
ProCard FAQs
Melinda Jones
Coates 200, CPO 16
521 Lancaster Avenue
procard@eku.edu
859-622-7688
To request a new Procard you will need to fill out the Procurement Card Request under EKU eForms in myEKU and return to the Procard Administrator when fully signed.
Allocations can be completed by following this link: US Bank Access Online
The billing cycle will close on the 25th of every month (unless the 25th falls on a weekend, then the cycle will close on the next available business day). You will have until 11:59PM on the fourth day of the following month to allocate all your transactions. So, if the billing cycle closes on February 25th, you will have until 11:59PM on March 4th to allocate. If the the 25th falls on a weekend or holiday, such that the official closing date is Monday, April 27th (for instance), you will have until 11:59PM on May 4th to allocate your transactions. Allocation reports are run in Access Online on the 5th of every month, regardless of weekends or holidays. Allocation data from this report will be uploaded into Banner.
If you have not allocated your transactions before 11:59PM on the 4th of every month, you may have to complete a JV or expenditure transfer to ensure all charges are allocated correctly in your budget.
We recommend allocating on the 1st day of every month, at this point everything that is going to post to your account should have done so. Our allocation schedule may serve as a helpful reminder.
Procard transactions are allocated by billing cycle. The billing cycle for each month will close on the 25th unless the 25th falls on a weekend, then it will close on the next business day.
Procard charges are pulled on the fifth day of the month to review and load into Banner.
You will need to submit a completed Account Maintenance Form.
The Procard is intended to aid with small dollar and infrequent purchases. Please always reference the “Restrictions” list in the “Procurement Card Requirements & Procedures” manual prior to making a purchase. This document is located under the “Forms” tab on this website. See ProCard administrator if refresher is needed.
You will need to submit a completed Account Maintenance Form. Please be sure that the Financial Manager of the Org as it is listed in Banner has signed the bottom portion of your form. We cannot process your request without proper signatures.
You will need to submit a completed Account Maintenance Form. You will check the box for “Change Primary Use of Card”. A request for change to Tier 3 will require approval from the ProCard Office.
You will need to contact the US Bank customer service at 1-800-344-5696 IMMEDIATELY! This number can also be found on the back of your card. Please note, US Bank will not contact you requesting your information. If you receive a call from someone claiming to be from US Bank requesting information, hang up then call customer service at the number above. Please also notify ProCard admin. Information that US Bank requests to verify accounts can be found in access online under account information then account profile. If assistance is needed for Access Online contact ProCard admin by email at procard@eku.edu. EKU does not use Social Security Numbers for US Bank. It is always your EKU ID number.
You will need to contact the vendor to attempt resolution. If you are unable to reach a solution you should contact US Bank to formally dispute the charge. Their customer service may be reached at 1-800-344-5696.
Information that US Bank requests to verify accounts can be found in access online under account information then account profile. If assistance is needed for Access Online contact ProCard admin by email at procard@eku.edu.
Eastern Kentucky University is only exempt from Kentucky State Sales Tax. Our tax exemption number (A605) is embossed on each ProCard. You should inform the vendor prior to purchase that you are tax exempt. Some vendors may also request a Tax Exemption Certificate. If you fail to inform the vendor prior to purchase you are responsible for ensuring that the University is reimbursed for in-state sales tax either by seeking reimbursement from the vendor or by reimbursing the University with personal funds. *The Tax Exemption Certificate is a secured form, which will require you to access the form using your active directory credentials (same as you would use to access your EKU faculty/staff email).
No, all Procard purchases must be shipped to Central Stores at 1132 Paul Van Hoose Drive. Any shipping to a non-campus address will result in an immediate 30 day suspension of privileges.
That’s so easy now! Visit the Procard Reimbursement site, enter the amount you need to pay, add it to your cart, then fill out the information on the following pages. Everything is online and you can pay with a credit or debit card. Please use org and account of original charge to credit. Any questions contact the ProCard admin at procard@eku.edu.
Online User Guides
Policies & Protocol
EKU ProCard Billing Address
Coates CPO 16
521 Lancaster Ave.
Richmond, KY 40475
Questions?