Dear Campus Partners,

The California State University has issued a revised CSU Payment Card Policy governing all CSU-sponsored payment card programs, including ProCard and travel cards.

The policy establishes uniform systemwide standards to safeguard university funds, strengthen internal controls, ensure compliance, and reduce fraud risk.

Under the CSU Payment Card Policy:

1. Appropriate Use
Payment cards may only be used for official university business and allowable expenditures. Personal purchases, and transactions outside approved limits or categories are prohibited.

2. Internal Controls & Oversight
The policy requires:

• Formal cardholder agreements
• Defined credit and single-transaction limits
• Documented supervisory review and approval
• Monthly reconciliation and timely submission of supporting documentation
• Independent oversight by program administrators

3. Training & Certification
All cardholders, approvers, and program administrators must complete required training prior to card issuance and periodically thereafter.

4. Documentation & Record Retention
Original itemized receipts and clear business purpose justification are required for every transaction. Records must be retained in accordance with CSU records retention standards and audit requirements.

5. Monitoring & Audit
The campus must conduct regular monitoring, compliance reviews, and audits of card activity. Non-compliance may result in corrective action, including suspension or revocation of card privileges.

If you have questions regarding card usage, reconciliation, or compliance requirements, please contact Strategic Business Services at procure@humboldt.edu.

Thank you for your continued commitment to responsible stewardship of university resources.