ProCard Single Transaction Limit can be increased to $3,300
New ProCard Transaction limits on ProCard Application Form
New Inventorial Equipment Purchase Procedure
M & E Tax Exemption

ProCard Single Transaction Limit can be increased to $3,300

Beginning May 1st, UW departments can increase the single transaction limit on department's individual ProCurement Cards to the direct buy limit of $3,300 (including tax & shipping). This is being initiated upon the recommendation from User Task Group 1 whose membership consisted of key department personnel and central administrative staff. The group was delegated with the responsibility of eliminating invoice discrepancies in Accounts Payable by Financial Management’s Procure to Pay Process Improvement Team.

Eighty nine percent of transactions are under $3,300, so moving a good portion of those transactions to the ProCard and/or eProcurement will reduce invoice discrepancies considerably. eProcurement should be the first purchasing option as it doesn't have any monetary limits and allows the purchase of equipment and all other items without any further approvals outside of your department. Most ProCard accounts have a $2000 single transaction limit. Department Administrators can request single transaction limit increases up to $3,300. Consult with ProCurement Card Services (543-5252) to determine the best way to manage your ProCards, or simply fill out the information below and copy and paste it in a reply to this email: ProCard@u.washington.edu

The ProCard office will verify all limit changes to ensure your request is completed. Transaction limits will not be increased without department administrator approvals. Submission of these requests demonstrates you have delegated signature authority for budgets in your department.

UW Medical Center and Harborview Medical Center manage the use of their ProCards. For UWMC ProCard policy guidance contact Beth Wickwire( wickwire@u.washington.edu or 598-6022). For HMC ProCard policy guidance contact Cathy Silva (cathih@u.washington.edu or 744-9167).

Transaction Limit Request Forms

Transaction Limit Request Form for All Department ProCards
Use this form when converting all department ProCards to the $3,300 single transaction limit.

Please copy and paste this template into an email, complete the information requested, and send to: ProCard@u.washington.edu

Transaction Limit Request Form for All Department ProCards
Use this form when converting all department ProCards to the $3,300 single transaction limit.

Please copy and paste this template into an email, complete the information requested, and send to: ProCard@u.washington.edu

For questions, please contact the ProCard Office at: ProCard@u.washington.edu or 543-5252.

New ProCard Transaction limits on ProCard Application Form
http://www.washington.edu/admin/finserv/procard//forms.htm

The ProCard application form has been updated with new default single and monthly transaction limits of $3,300 and $20,000 respectively. These are recommended limits, but department administrators can manage cardholder spend by requesting higher monthly limits or smaller single transaction limits to attain your strategic procurement objectives.

New Inventorial Equipment Purchase Procedure
Purchasing Inventorial Equipment between $2,000 & $3,300 (includes tax/shipping)

As of May 1st, ProCard single transaction limit will be raised to $3,300. Inventorial equipment ($2000 and above) up to $3,300 can be purchased with a ProCard without approval from ProCard Services or Equipment Inventory Office. Contact ProCurement Card Services (ProCard@u.washington.edu or 543-5252) for any ProCard purchases above $3,300.

When using a ProCard for equipment purchases that exceed $1,826 each before sales tax ($1,826 can include shipping and warranty and if it is a computer system all bundled components making up the system), you are required to complete the following steps as soon as possible. Not following these guidelines and having uncleared purchases will result in future ProCard equipment purchases being denied or cancelation of your ProCard account:

Tag and report equipment into the OASIS system as soon as you receive it. University policy requires that equipment be tagged within 24 hours of receipt:

It is extremely important that NO asset leave the campus without first being tagged and reported (e.g. going on a trip or to an off campus location).

Use the correct object code for the purchase. An improper object code will result in a variance between FAS and OASIS and will need to be JV'd subsequently by your department. EIO and ProCard will continue to monitor the purchases until it is an approved asset in the OASIS system. Please feel free to contact EIO or ProCard with any questions.

M & E Tax Exemption

Beginning May 1st, Machinery & Equipment Tax Exemption (M&E) will no longer be possible when using a ProCard. The ProCard had a work around that was purely manual in an effort to deal with the M&E exemptions. The campus will be better served using an automated process like eProcurement for M&E exemptions.

For questions, please contact the ProCard Office at: ProCard@u.washington.edu or 543-5252.