ProCard Policies and Process
2019-2020 cycle and deadlines
|Procard Cycle||Reconciliation Deadline|
Faculty and staff who have a reasonable business need are eligible to obtain a UW Procurement Card (ProCard). Examples of business needs include:
- Frequent purchases from non-Ariba vendors for a research group or lab
- Being the primary purchaser for an entire research group or lab
- Regularly conducting field research where onsite purchasing may be necessary
The Department Administrator is the responsible official for the department’s Procard accounts. This includes approval of issuing cards, oversight of compliance and appropriate management, and terminating cards.
Each ProCard account holder is required to:
- Attend UW Procard training
- Abide by all WA state and UW purchasing regulations
- Actively respond to policy changes
- Comply with CEE departmental requirements and deadlines
- Keep the card secure and do not share it with others.
- Review transactions in PaymentNet and allocate expenses to budgets and account codes.
- Complete PaymentNet transaction review and submit supporting documents no later than the assigned deadline each month. Monthly emails from the CEE Fiscal Office specify the deadline, typically around the 1st - 4th of the following month.
Minimize compliance risks
ProCards are at risk for fraud, theft, and misuse. If you are uncertain about allowable expenses, consult with a fiscal staff member. The following guidelines will help minimize compliance risk:
- Use for official UW business and not for personal use.
- Multiple times of personal use by mistake will result in termination of account by Administrator.
- Your ProCard should not be loaned or shared.
- Use to purchase goods not available through Ariba eProcurement or from vendors available in Ariba.
- Know your single transaction limit (do not split charges to stay under the single transaction limit).
- Unallowable transactions:
- Machinery & equipment (M&E Tax exempt)
- Goods/services from other UW departments
- Personal expenses
- Travel related expenses (see Travel)
- Hazardous items
- Services provided by UW employees
- Particular vendors that could be associated with personal purchasing (e.g. jewelry stores, gas stations. See UW Purchasing).
Requesting a ProCard account
Complete the mandatory ProCard Cardholder Training. Save a PDF of your passing score on the quiz.
Submit ProCard Account application:
- Log into Ariba with your UW NetID
- Click on “Card Application” from the Ariba Home Dashboard
- Title: “YOUR NAME ProCard Application”
- Type of Card: ProCard
- Name and Box: Civil & Environmental Engineering, 352700
- Limits: Single transaction, $3,500; monthly, $20,000
- Budget number: Enter your (or your supervisor's) RCR/Start-up budget. This is setting your default, but can be changed when reviewing monthly transactions.
- Object code: 05-99. Again, setting your default, but can be changed when reviewing monthly transactions.
- Attach proof of passings score of Ariba training
- Click Submit. Ariba will automatically route the application to the Administrator for departmental approval.
- Please note that by submitting the online application, the card applicant agrees with the card’s terms and conditions
- The ProCard Central Approver (UW Procurement) will review and process the application
- You will receive an email notice when the card arrives at the ProCard office, typically 7-10 business days, which will then be forwarded to your department box
Reconciling your ProCard
- Review transactions in PaymentNet and allocate expenses to budgets and account codes. Detailed instructions are available on the UW Purchasing website.
- Submit supporting documents no later than the assigned deadline each month.
- Monthly emails from the CEE Fiscal Office specify the deadline, typically around the 1st - 4th of following month. See UW Receipt Policy.
- The CEE Fiscal office will review transactions and submitted documentation and will follow-up with any questions.
- A monthly ProCard Summary Report will be emailed to you for your final review and signature.
Packing slips and receipt information
Per Washington State law, every order must be accompanied by a detailed receipt and proof of delivery (packing slip).
On your packing slip, notate “received,” the date received, and sign and submit to the Fiscal Office.
If you did not receive a packing slip, notate on your receipt or order confirmation as if it were a packing slip. An order confirmation or invoice is not sufficient as a receipt unless it specifies “PAID” (past tense) or amount due is $0.
For ProCard purchases, if the packing slip is received after the ProCard reconciliation deadline, notate that it is a ProCard purchase and include the PaymentNet Transaction ID number on the packing slip.