HBP Part 7.8.8 Cancelling the Procard

Handbook of Business Procedures

Date published: September 7, 2018
Last revised: September 7, 2018
Issued by: Purchasing


The Purchasing Office must be notified if a cardholder terminates employment with the university, changes units within the university, or no longer has purchasing job duties so that the cardholder’s Procard is cancelled.

A. Requesting a card cancellation

The Procard Cancellation Acknowledgement Form must be submitted to the Procard Administrator by the cardholder or a unit administrator.

In the case where the cancellation request is due to the employee changing units or leaving the university, the Procard Administrator should be notified prior to the employee's departure.

B. Destroying a cancelled Procard

Once the card has been cancelled, the physical card must be destroyed. Cardholders may destroy the card themselves or return it to the Procard Administrator. Proper destruction of the cancelled Procard includes ensuring that all identifiable information on the card is rendered unrecognizable, including:

  • Name of the cardholder
  • Card number
  • ChipExpiration Date
  • CVV number
  • Magnetic Strip

The best method for destruction is to have the card run through a shredding machine or to cut up the card manually. If the card is cut up manually, it is recommended that the card be cut horizontally and vertically over all identifiable information. The card should resemble confetti pieces when the destruction process is complete.



Part 7. Purchasing - Table of Contents