ProCard

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

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. To register for training, please complete the ProCard Training Registration Form to reserve your spot.

Requests must be submitted in GMS. Please refer to the new application job aid for more details about the process.

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.

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 entertainment card (brown-colored card).

The new travel card is designated to cover travel expenses and business and entertainment meals and incidentals. This card will be available to University Services staff with high travel and entertainment (T&E) needs.

Please reference the documents below to identify the approved Merchant Category Codes (MCC) for each card. The ProCard purchasing and travel pilot program is intended for University Services, and does not necessarily represent Main, Law and Medical Center campuses. Please note that the merchant’s primary line of business is the basis for purchase authorizations and declines.

ProCard MCC Codes

Travel & Entertainment Card MCC Codes

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

ProCard Office

2121 Wisconsin Ave, Suite 400 Washington, DC 20007

procard@georgetown.edu

1. 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.
2. 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.
3. 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.
4. 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.