Getting Started

Once a department determines the need for participation in the Procurement Card Program, certain administrative functions need to be considered.

The Coordinator for the College or Department needs to:

• read, review and understand Procurement Card rules and regulations
• determine who will be cardholders and who will be reconcilers
• provide the approval signature for applications establishing individual cardholder accounts

Department Roles

Cardholder: These are department purchasing agents responsible for appropriate purchases, obtaining sufficient documentation for purchases and perform the first level of transaction review at their J.P. Morgan Chase internet account.

Reconciler: Individuals reconciling purchases made by individual cardholders in their department and allocating those charges to appropriate budgets.

Administrator: An individual in charge of the daily coordination of responsibilities for the ProCurement Card Program in the department.

College/Department Coordinator: The department head responsible for the oversight of the Procurement Card Program in their College or Department.

Getting a ProCurement Card

Cardholder
• Discuss your request for a Procurement Card with the appropriate Reconciler and/or College/Department Coordinator in your area
• Familiarize yourself with the Procurement Card rules and regulations
• Obtain the application form; complete and sign the form
• Return the completed and signed form to the Reconciler
• Sign for the card when received
• Activate the card following procedures provided with card

Reconciler or Administrator:
• Work with individuals to determine the need for individual cards
• Ensure the individual has read and understands all of the rules and regulations
• Check completed application for accuracy and completeness
• Recommend a valid UW default budget
• Forward the form to the College/Department Coordinator for signature
• Obtain a signature from the cardholder acknowledging receipt of card

College/Department Coordinator:
• Maintain the overall responsibility of the Procurement Card program within the Department/College
• Verify the need for the card
• Discuss the request with Reconciler
• Assign a departmental default budget
• Approve the application and forward to UW Procurement Card Program (Box 351120)