Procurify Spending Card Instructions

Overview

Procurify Spending Cards are prepaid Visa cards issued for school- or department-related purchases. Staff can request cards through Finance with supervisor approval.

Note: A mobile device with a camera is required to upload receipts and receive real-time notifications via the Procurify app.

Requesting a Spending Card

Spending cards can be requested by:

  • Supervisors on behalf of their staff, or
  • Individual staff members with supervisor approval

To request a card, please email Finance with the following information:

  • Requester name
  • Intended cardholder
  • Purpose of card use

 

There is no formal request form—this information must be included directly in your email to initiate the card issuance process.

Funding the Card

Once a card is issued, it must be funded before it can be used. There are two types of funding actions in Procurify:

  • Fund Request: Typically submitted at the time a new card is being created or when funds are first being allocated to a cardholder.
  • Top-Up: A request to add more funds to an existing card balance. Used when additional funds are needed.

 

To request funds or a top-up:

  1. Go to Spending Card → Request Top-Up
  2. Enter:
    •    Amount
    •    Justification or event description
    •    Supporting documents (if required)
  1. Submit for supervisor and Finance approval

Making Purchases

Note: The billing address for all spending cards is the Real Journey Academies home office:

3333 Concours St, Building 9, Ontario, CA 91764. Use this address when prompted during online checkouts or vendor billing setups.

Use the card only for the approved purpose.

  • Physical cards are the standard and required method for making purchases.
  • Virtual cards are only permitted in cases of immediate emergency purchases and only for authorized users who do not have access to a physical card.

 

Stay within the funded limit.

Submitting Receipts

After each purchase:

  1. Use your mobile device to take a clear photo or scan of the receipt
  2. Log into Procurify
  3. Go to Spending Card → Transactions
  4. Click your transaction → Upload Receipt
  5. Add a short description (e.g., “Bus Rental – Field Trip”)

Reconciliation

All transactions must be reviewed and reconciled monthly. Finance will follow up if receipts are missing or unclear. Failure to submit receipts may result in loss of card privileges.

Switching Funds for Procurify spending cards for users with multiple funds

1) Open Procurify

2) Select Spending cards

3) Select Physical cards

Please see click on examples of where to find drop down in the mid right section of your desktop:

Important Reminders

  • Do not share your spending card
  • Report lost or stolen cards immediately to Finance
  • Cards are monitored for misuse and must align with site or grant policies
  • Amazon and Office Depot purchases do not require a spending card
  • Download the Procurify mobile app on your device to upload receipts and receive real-time transaction alerts