UW Home > UWIN > Admin Gateway 

Acquisition of Equipment – Procurement Card (ProCard)

Included on this page:

• Definition
• Procedure
• Forms Required
• Frequently Asked Questions
• Regulations
• Contacts

Definition

Procurement Card (ProCard)  –  A University of Washington purchasing option.  It consists of a Visa charge card utilized for most business related purchases, but it should never be used for personal expenditures.  The card can purchase items up to $3,300 per transaction.  The system includes an online (PaymentNet) method for transaction reviews and budget reallocation.  It is available to any University staff or faculty with appropriate authorization from their Department Head and the ProCurement Card Administrator.

Note:  Prior to May 1, 2009, equipment purchases using the ProCard were very restricted.  Now, inventorial equipment items between $2,000 and $3,300 can be purchased using the ProCard without sending a request for approval prior to the purchase.  However, departments must complete the steps detailed in the Procedure section below.  Please see notice from Procurement Card Services regarding this change.

Note:  Due to sensitivity, weapons, firearms, and permanently attached accessories cannot be purchased using the ProCard.  This includes weapons purchased under the 05-10 (Weapons) object code and those over $2,000 purchased under the 06-90 (Other Equipment) object code. Also, because of compliance issues, Machinery and Equipment Tax exempt purchases cannot be purchased using the ProCard.  Please use PAS or eProcurement for these purchases.

Procedure

• Department determines need to purchase equipment using the ProCard

• Department uses the proper object code to purchase equipment using the ProCard

Note:  Unlike PAS and eProcurement purchases, there is no pre-review of ProCard equipment purchases by Equipment Inventory.  It is extremely important that ProCard equipment purchases be coded correctly.  Improper object code use will result in a variance between FAS and OASIS and will need to be JV's subsequently by your department.  Please contact Equipment Inventory at 543-4663 if you are unsure of the proper object code to use.  

• Within 24 hours of receipt, department tags asset and enters it into OASIS as a "T" status asset.  Information to be entered should include:

• UW Tag Number (contact your departmental inventory person)
• Description
• Manufacturer
• Model
• Serial Number
• Custodian/User
• Building
• Wing
• Room Number
• Status (enter T)
• Requisition Number (use ProCard transaction ID #)
• Accountable Budget
• Total Cost
• Class Code
• Date Received
• Acquisition Method (enter - PC for ProCard)

• Equipment Inventory/Procurement Card Services reviews the OASIS entry for complete information and approves the asset.

• Procurement Card Services enforces that these procedures are followed.  Not following these procedures will result in future ProCard equipment purchases being denied or cancellation of your ProCard.  

Forms Required

• Optional - UW Equipment Information (Orange) Card

Frequently Asked Questions

For frequently asked questions related to this topic, please visit our FAQ page.

Regulations

State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets

University of Washington Administrative Policy Statements:

• Section 50 – Services 
• Section 60 – Equipment Inventory 

Federal Regulations:

• OMB Circular A-110
• OMB Circular A-21
• Federal Acquisitions Register 

Contacts

State/University Titled Equipment:    206-543-4663 or eio@u.washington.edu
Federally Titled Equipment:              206-543-4640 or 206-616-4046