Credit cards are widely accepted and one of the easiest methods for company employees to make routine purchases as Carolyn Chow, School of Nursing Recruiter, is doing at right. They provide portability and straightforward record keeping for complex organizations. But, until a year ago, this option was not available at the University of Washington. During Spring Quarter 2001, after a very successful pilot project and thorough evaluation of several card vendors, the UW Financial Management division launched the procurement card program. To date, more than 1400 cards have been issued to 150 departments on campus.

A purchasing process that used to take several hours and many people across the campus has been reduced to a few steps and even fewer people. This particular solution is well suited to meet the needs of a major higher education research institution with multiple funding sources and a decentralized control structure.

Although the program is still young, procurement cards are being used for more than 14 percent of purchasing transactions, and acceptance has been widespread. One college administrator said, “It (the procurement card) has saved time and paper by eliminating approximately 90 percent or more of our requisitions and petty cash transactions and making it more convenient for staff to make smaller purchases.” Another added, “The procurement card is great for online purchases—once an order, card number, and expiration date have been entered, the item arrives a few days later!”

Campus departments appreciate the technology offered for reconciling and allocating charges as well as the greater degree of control over the purchasing process. And, vendors are paid faster. Everybody wins.