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Limit Increases

Permanently Increasing Monthly or Single Transaction Limits
All permanent monthly or single transaction limit increases for cardholders should be requested, or approved by a department administrator with budget authority. Permanent monthly limit increase requests are automatically approved by UW ProCurement Card Services when accompanied with department administrator approval.

Email monthly limit increase request to procard@u.washington.edu for approval

• Request must be approved by an authorized department administrator with budget authority
• Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator, copying the cardholder.

Permanent single transaction limit increases require unique circumstances and additional controls. Please call ProCurement Card Services at 206-543-5252 for details.

Temporarily Increasing Single Transaction Limits for Purchases above $2000

Items between $2000 & $3000 top

• Email purchase request to procard@u.washington.edu for approval    
• Request must be approved by an authorized department administrator with budget authority
• Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Identify the item being purchased
    • Identify the cardholder
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to ProCurement Card Services at 543-3862
• If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with a reply to the email request string

Items Greater Than $3000 top

Except for commodities approved for higher ProCurement card limits, this requires exceptional purchasing circumstances where the UW ProCurement Card is the only viable option because of time sensitive circumstances or vendor payment acceptance.

• Email purchase request to the Purchasing Department buyer of the commodity being purchased for approval (http://www.washington.edu/admin/purchstores/buyers/listbuyer.cgi), copying procard@u.washington.edu and your department administrator for approvals
• Request must be approved by an authorized department administrator with budget authority
  • Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Identify the item being purchased
    • Identify the cardholder name
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to the Purchasing Department at 543-3854 and/or to ProCurement Card Services at 543-3862
• If approved by the Purchasing Department, they will forward the email request string to procard@u.washington.edu for approval while copying the requesting department
  • If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with a reply to the email request string

Equipment between $2000 & $3000 top

Equipment & Inventory Office approval on UW ProCurement Card equipment purchases are based on four factors. 1) The ProCard is the only payment option, 2) there is a significant cost savings, 3) it's a time sensitive purchase, and finally 4) the history of inventory compliance of the requesting department. Please consider these conditions when making your request.

• Email purchase request to procard@u.washington.edu and eio@u.washington.edu for approval
• Request must be approved by an authorized department administrator with budget authority
  • Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Provide the reason for using the ProCard for the purchase
  • Identify the item & cost of the purchase
    • Identify the cardholder
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to Equipment Inventory Office at 685-9151 and/or to ProCurement Card Services at 543-3862
• If approved by Equipment Inventory Office, they will email their approval to the requesting department, copying procard@u.washington.edu
  • If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with an reply to the email request string

Equipment Greater Than $3000 top

This requires unique purchasing circumstances where the UW ProCurement Card is the only viable option because of time sensitive circumstances or vendor payment acceptance

• Email purchse request to the Purchasing Department buyer of the commodity being purchased for approval ( http://www.washington.edu/admin/purhcstores/buyers/listbuyer.cgi), copying eio@u.washington.edu, procard@u.washington.edu, and your department administrator for approvals
• Request must be approved by an authorized administrator with budget authority
  • Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Provide the reason for using the ProCard for the purchase
  • Identify the item being purchased
    • Identify the cardholder
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to the Purchasing Department at 543-3854, and/or Equipment Inventory Office at 685-9151 and/or to ProCurement Card Services at 543-3862
• If approved by the Purchasing Department, they will forward the email request string to eio@u.washington.edu for Equipment Inventory approval while copying the requesting department and procard@u.washington.edu
• If approved by Equipment Inventory Office, they will forward the email request string to procard@u.washington.edu for approval while copying the requesting department
  • If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with a reply to the email request string

Catering Events Up To $10,000 top

*Catering events that exceeds $10,000 must be pre-approved by Purchasing Department and ProCard office before the event.

Departments may use their UW ProCurement Card to pay catering event vendors up to $10,000 per vendor. Contact the UW ProCurement Card Services (procard@u.washington.edu) to request an approval for each vendor transaction over $2000. Departments with recurring catering events can apply for a permanent transaction limit increase for qualified catering expenses.

• Email purchase request to procard@u.washington.edu for approval
• Request must be approved by an authorized department administrator with budget authority
• Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Identify the item being purchase
    • Identify the cardholder
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to ProCurement Card Services at 543-3862
  • If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with a reply to the email request string
• Obtain an invoice for the meals or light refreshments provided from the vendor
• Retain the vendor invoice, along with the approved U of W Form 1798 in department ProCard documentation files if budget is not approved for food purchases
• Document in PaymentNet Transaction note box that a "UW Form 1798 is on file"

If your increased dollar limit is approved for your transaction, please follow these guidelines:

• If there is a catering agreement that the vendor wants you to sign, we recommend that you forward the agreement to the Purchasing Department to review before you make any commitment to the vendor, to ensure that the agreement is reasonable and does not put the University or your department at risk.
• A deposit may be required by the vendor, but do not agree to pay for the entire event in advance.
•

Retain a record of your activities relating to this purchase in your departmental files, including a justification for selecting the particular caterer and copies of any correspondence between you and the vendor. If you used one of the caterers on our existing catering contract, indicate that. A list of the caterers on contract can be found at the following url: http://www.washington.edu/admin/purchstores/contacts/catcon.html

Advertising Placements, No Monetary Limittop

Departments may use their UW ProCurement Card to pay for advertising placements up to any dollar amount in media such as newspapers, periodicals, radio, television and the internet. The ProCurement Card should never be used to pay for advertising consultation, brokering or design services; it should only be used for ad placements. Please contact UW ProCurement Card Services, procard@u.washington.edu to request approval for each transaction over the standard $2000 limit. Departments with recurring advertising placement expenses can apply for a permanent single transaction limit increase for qualified advertising placements.

• Email purchase request to procard@u.washington.edu for approval  
• Request must be approved by an authorized department administrator with budget authority
• Demonstrate approval by copying your department administrator and request their approval in the original request or the request should come from the administrator copying the cardholder
  • Identify the item being purchase
    • Identify the cardholder
    • Identify the budget & object coding being used for purchase
• If requested, be prepared to fax the invoice to ProCurement Card Services at 543-3862
  • If copied on the original request, your department administrator needs to reply with an email approval prior to ProCurement Card Services approving the purchase
• ProCurement Card Services will confirm final approval to the requesting department with a reply to the email request string

If your increase dollar limit is approved for your transaction, please follow these guidlines:

• In the event the vendor requires a written contract to be signed prior to the commencement of services, the department shall forward the copy of the contract to Purchasing for review and signature.
• The department shall retain a complete record of all purchasing activities relating to this transaction in department files, including, but is not limited to, a justification for selecting the particular vendor and copies of any correspondence between the parties.
• This process is for advertisement placement only and is not to be used for services such as marketing consultation, advertisement brokering or any other type of consulting services. If questions arise regarding the appropriateness of a transaction, please contact Purchasing at extension 3-5810 or via email, purmro@u.washington.edu

UW Seal ProCurement Card Services
procard@u.washington.edu
Last Modified: August 29, 2005