Maricopa Emergency Management System Alert

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Procurement Card - ProCard

EMCC Purchasing Guidelines

EMCC Procard Guidelines

MCCCD Procurement Card Policy

EMCC Official Function Purchasing Guidelines


The Procurement Card - ProCard program allows Requisitioners to purchase goods via a VISA Card.  The ProCard is issued to full time MCCCD employees for the purposes of purchasing items for their division without the hassle of requisitions, purchase orders and invoices. The ProCard is tied to the division's FMS Department and transactions are reconciled monthly in FMS.

Responsibilities - It is the Cardholder and Reviewer’s responsibility to ensure that the card is used within all MCCCD policies and procedures relating to the expenditure of MCCCD funds. This includes MCCCD’s Purchasing Policy. Each cardholder must ensure that they are incorporating due diligence in processing any transaction.

Card Security - Safeguarding the ProCard is the responsibility of each cardholder.

District ProCard Site

**District now offers ProCard training sessions specific to cardholders and ProCard training sessions specific to ProCard reviewers.**

Steps to Requesting New ProCard Access 

ProCard Reminders:

  • ProCard can only be used for goods/supplies/official function purchases
  • ProCard cardholder and reviewer must reconcile transactions monthly
  • VISA cycle closes on the 15th each month

Reconciliation: The cardholder and reviewer must review and approve all transactions in FMS Procard Reconciliation.  Reconciliation requires the following steps:

  1. Confirm charge is valid
  2. Enter complete description with business purpose in comments field
  3. Attach/upload supporting documentation in a single PDF
  4. Reallocate Chartfield string if necessary
  5. Enter tax reporting information
  6. Update transaction status

Allowable Purchases under ProCard: ProCard can only be used for general supplies or travel purchases.

  • General Office Supplies
  • Tangible Goods
  • Official Functions - See Official Functions 
  • Travel: Airfare, Lodging, Registration and Ground Transportation

Prohibited Purchases under ProCard (not full list):

  • All Services
  • Taggable and Capital Items: A capital purchase is defined as any individual piece of equipment priced over $1,000. Taggable Items are items like cameras or any items that are checked out to employees or students.
  • Kitchen appliances (refrigerator, microwave, coffee maker, toaster, dishwasher, etc.) for the personal use of employees (pursuant with Purchasing Policy 316)
  • Technology Purchases –these items must be coordinated with EMCC IT 
  • Furniture Purchases: Furniture purchases including chairs, desks, tables, bookshelves, etc. must be coordinated through EMCC Facilities. 
  • To view a completed list of restricted/prohibited purchases please review the MCCCD Procurement Card Policy.

Food/Beverage Purchases for Employees: EMCC funds cannot be used to purchase any food/beverages (e.g.. coffee, creamer, bottled water, candy) specifically for employee personal consumption or general office use (not associated with a meeting, event, etc.).

Travel Purchases: All travel expenses must adhere to travel policies listed under the EMCC Travel web pages and be the most economical means.

  • Prior to any purchase or reservation for travel on the ProCard, the traveler must have a fully approved online FMS Travel Authorization (TA).
    • The TA must be approved by all levels (Supervisor, PG, Department, Fiscal and Executive) prior to using the ProCard.
  • ProCard holder must have the approved TA email and the FMS Chartfield string/accounting details from traveler prior to using the ProCard.
  • The TA number must be referenced on all transaction comments when reconciling ProCard
  • FMS TA approval email and receipt must be uploaded as one PDF when reconciling ProCard
  • ProCard can be used for the following travel expenses:
    • Airfare – Basic Economy or the lowest fare that includes seat selection
    • Lodging
    • Registration
    • Ground Transportation

See the EMCC Travel web pages for more information. 

Lost, Stolen or Fraudulent Charges: The Cardholder is responsible for notifying Chase for lost, stolen, or fraudulent charges on the ProCard account. Fraudulent transactions must be reported immediately to the following:

  1. Call JPMorgan Chase at : 1-800-316-6056
    • Customer Service representatives are available 24 hours a day/7 days a week
  2. ProCard reviewer and Fiscal Services

*Chase will review the transactions with the Cardholder and will cancel the account if the card was compromised. Chase will investigate the fraudulent charges and upon conclusion of their investigation, a credit will be issued to the Cardholder’s account for the transactions confirmed as fraudulent.

*It is the responsibility of the Cardholder to report fraud and ensure credits are received.

Reconciliation of a Fraudulent transaction:

  1. The Cardholder will explain in the transaction comment field that the transaction was fraudulent, and Chase was contacted.
  2. The Cardholder will attach supporting documentation that the fraudulent transaction was reported.
  3. The Cardholder will change the status from Initial to Verified.

Reconciliation of a Credit Transaction:

  1. The Cardholder will reference the past fraudulent transaction in the transaction comment field.
  2. The Cardholder will attach supporting documentation that the fraudulent transaction was reported.
  3. The Cardholder will change the status from Initial to Verified.

*Reviewers are responsible for reconciling the fraudulent and credit transactions.

Charge Disputes

Vendor Resolution:

Every attempt should first be made to resolve the issue directly with the Vendor, should a problem arise with a purchased item, or with billing.

JP Morgan Chase Resolution:

If the disputed charge was not successful with the vendor, Chase must be contacted within 60 days of the transaction date. Therefore, it is imperative that the Cardholder acts quickly to dispute charges. Chase will research the disputed claim once contacted and provide a final solution.

Reconciliation of a Disputing Transaction:

  1. The Cardholder will provide a complete description with business purpose in the transaction comment field and include an explanation why the transaction is being disputed.
  2. The Cardholder will attach supporting documentation.
  3. The Cardholder will review and make changes to the transactions Chartfield strings.
  4. The Cardholder will complete the tax reporting.
  5. The Cardholder will change the status from Initial to Verified.

Reconciliation of a Disputed Credited Transaction:

  1. The Cardholder will reference the original disputed transaction in the transaction comment field.
  2. The Cardholder will attach supporting documentation (credit receipt, final resolution email from Chase) to the transaction.
  3. The Cardholder will review and make changes to the transactions Chartfield strings.
  4. The Cardholder will change the status from Initial to Verified.

*Reviewers are responsible for reconciling disputed and credited transactions.

International Transaction Fees - JP Morgan Chase will charge a 1.5% fee, for processing a transaction with a foreign vendor. Chase will not provide supporting documentation or a receipt.

Reconciliation of an International Transaction Fee:

  1. The Cardholder will reference the original transaction and indicate the fee was due to the foreign vendor purchase in the transaction comment field.
  2. The Cardholder will upload a copy of the original transaction receipt to the transaction.
  3. The Cardholder will review and make changes to the transaction’s Chartfield string.
  4. The Cardholder will change the status from Initial to Verified.

MCCCD Purchasing Policies: It is the responsibility of the Cardholder and Reviewer to ensure all MCCCD Purchasing and EMCC ProCard Policies/Guidelines are adhered to; failure to follow guidelines may result in suspension or termination of the card.

District ProCard Site