mini传媒

Cardholder

• Keep Card and card number secure.
• Comply with university GoCard program policy and procedures.
• Reconcile monthly statements with matching receipts and send them to the Approving Official via DocuSign for approval. 
• Download the signed statement from DocuSign and submit the statement via FTS to Payment Services by the 1^st of the month or following business day.
• Immediately report lost/stolen cards and questionable/fraudulent charges to the credit card company, GoCard Program Coordinator and Approving Official.
• Return the card to the GoCard Program Coordinator before leaving the university or when there is no longer a need for the card. 
• Submit  form if an Approving Official change is made. 
• Agree to the consequences of violating the GoCard program policy and procedures.

Approving Official

• Review charges for appropriateness and prior approval of expenses.
• Be familiar with mini传媒 travel policies.
• Know the policy/ramification for late statement submissions and restricted purchases.
• Agree to uphold the expectations of the GoCard program policy and procedures.

• Cardholders are to complete the prior to applying  for GoCard.
• Staff who are responsible for arranging and coordinating travel for their department can request a card by:
  • Logging into .
  • Clicking on "Create Request."
  • Selecting Request Type: "Credit Card Service Request."
  • Selecting Type of Card: "Travel Card."
  • Completing the form.
  • Adding an Expected Expense
  • Selecting Request Type: "01. New Card."
  • Completing the form.
  • Submitting the request.
• The program coordinator will receive a copy of the application and follow up with the requester.

Once you have been issued a card, you will need to maintain your account information.  Please notify us about:

• Name change
• Change in approving official
• Need to Increase/decrease credit limit
• Transferring departments

To make changes to your GoCard account:

• For old GoCards that are being phased out with Concur:
  • Submit a
• For all newly issued Travel Cards:
  • Submit a card service request in .

The program coordinator automatically receives a copy of the request once it's completed.

• All cardholders must complete the Introduction to Finance (FIN101) course prior to applying for a GoCard. .
• After completing the FIN101 course, you must apply for a GoCard.  Instructions are provided above.
• Once the card arrives, the GoCard Coordinator will schedule a GoCard Overview session
• Cardholders receive their GoCard at the end of the meeting.
• The GoCard/ProCard Reconciliation Workshop is recommended prior to the cardholder鈥檚 first reconciliation. Sessions are held once a month.

• Conference Fees
• Registration Fees
• Airfare
• Car Rentals
• Lodging
• Toll Fees
• Travel Arrangements through Fell Travel
• Parking/Taxi/Shuttle

• Cash Advances
• Gasoline
• Meals
• Payments to another California State University
• Memberships (unless billed together with registration)
• Any expense not related to University business 

• Make purchases via telephone, internet, or mail.
• Instruct the merchant to ship the goods to the following address:
  San Jos茅 State University
  Attn: Cardholder鈥檚 Name & Department 
  129 South 10th Street 
  San Jose, CA 95112-xxxx (enter the department鈥檚 extended zip)
• An itemized receipt is required for each transaction. Itemized is defined as a description of the goods secured, the quantity, the amount, tax and shipping charges (if applicable) and total.
• The GoCard billing cycle is generally from the 15th to the 16th of the following month, depending on calendar work days.
• Your completed and approved statement is due by the 28 of the month for the previous billing cycle.
• Note: Auxiliary organization funds are not an allowable funding source, unless a purchase is split funded with an auxiliary fund.

For cards that were issued before the Concur system:

Review Transactions in CFS

• Access the CSU ProCard module in CFS.
• Search for the GoCard statement by cardholder name.
• Update chartfields as needed.
• Enter purchase descriptions in the comment fields.
• Save the statement and click the print icon.
• Click process monitor and download the statement.

For detailed instructions, see ProCard/GoCard Reconciliation tutorial.

Statement Signatures in Docusign

• Use the and upload your updated statement.
• Add both cardholder and approving official signatures and dates to the statement.
• Download a signed copy of the statement from DocuSign.

FTS Submissions

• Log into FTS, and click the ProCard/GoCard Statement Submission link.
• Enter the cardholder employee ID, the GoCard invoice number, and the statement date.
• Upload the signed statement as an attachment.
• Click Submit.

For cards that were issued after the Concur system:

This information is coming soon!

Cardholders cannot:

• Loan out their GoCard.
• Pay for travel expenses before a Travel Authorization has been fully approved by the sponsoring department.
• Purchase anything that requires a contract or agreement.