GoCard

The purpose of the GoCard is to prepay expenses related to official university travel. GoCards will be issued only to staff responsible for arranging and coordinating travel for their department. Cardholders and their Approving Officials have been granted limited authorization to purchase on behalf of San José State University.

For more information, please refer to the GoCard Guide [pdf].

Responsibilities

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 1st 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 ProCard/GoCard Update Form [DocuSign] 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 SJSU 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.
Apply for a GoCard
Update GoCard Information

To make changes to your GoCard account (name changes, add/remove an approving official, transfer departments, increase credit limit, etc.) submit a ProCard/GoCard Update Form [DocuSign] form. The program coordinator automatically receives a copy of the request once it’s completed.

Training
  • Introduction to Finance (FIN101) is to be completed prior to applying for a GoCard. Enroll in a training session.
  • After completing the FIN101 class, complete the Finance Systems Access Request Form to request access to the Finance systems used for GoCard reconciliation.
  • A GoCard Overview will be scheduled by the GoCard Coordinator once the card arrives. Cardholders receive their GoCard at the end of the meeting.
  • The GoCard/ProCard Reconciliation Workshop is recommended prior to the cardholder’s first reconciliation. Sessions are held once a month.
Allowable Expenses
  • Conference Fees
  • Registration Fees
  • Airfare
  • Car Rentals
  • Lodging
  • Toll Fees
  • Travel Arrangements through Fell Travel
  • Parking/Taxi/Shuttle
What Cannot be Purchased with a GoCard
  • Cash Advances
  • Gasoline
  • Meals
  • Payments to another California State University
  • Memberships (unless billed together with registration)
  • Any expense not related to University business 
Using the GoCard
  • Make purchases via telephone, internet, or mail.
  • Instruct the merchant to ship the goods to the following address:
    San José State University
    Attn: Cardholder’s Name & Department 
    129 South 10th Street 
    San Jose, CA 95112-xxxx (enter the department’s 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.
Reconciliation and Submission

To complete the CFS Reconciliation 

  • Access the CSU ProCard module in CFS.
  • Search for the ProCard 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 GoCard/ProCard Statement template 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 ProCard invoice number, and the statement date.
  • Upload the signed statement as an attachment.
  • Click Submit.
What Not to do with your GoCard

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.

For university office expenses, utilize the ProCard.