Quick Reference—Rules and Regulations

• Card use must be for official UW purchases. Use of the card for personal items is strictly prohibited.

• Canceling a card account is required when moving from one department to another. (Email all requests to procard@u.washington.edu)

• Card Security requires cardholders to keep their UW ProCurement Card in a secure location and guard account numbers carefully.

• Defaults on cards can be changed upon the request from a department administrator by emailing procard@u.washington.edu.

• Equipment needing to be capitalized cannot be purchased without explicit approval from the ProCurement Card Program Administration.

• Individuals are issued ProCurement Cards. Department cards are not available due to Visa liability issues.

• Lost or Stolen cards must be reported to the card provider and to the UW ProCurement Card Administrator immediately (See Contact Information).

• Misuse of the ProCurement Card may result in card cancellation (unauthorized purchase, splitting single charges to stay under the single transaction limit of $2000).

• Payment for charges will not be delayed even if departments fail to check the PaymentNet review boxes.

• Purchasing Department rules and regulations must be adhered to when using the ProCurement Card.

• Retention requirement for departmental Procurement Card transactions documentation is six years.

• Reviewing or Reconciling transactions must be accomplished prior to payment (See JPMC Welcome page for deadlines. Lack of compliance may result in erroneous charges or charges to incorrect budgets or object codes.

• Spending Limits for the UW ProCurement Card is $2000 per transaction. Departments set monthly limits dependant on cardholder need.

• Travel expenditures should never be put on the ProCurement Card.

• Transaction Notes Box should include purchase information especially if the purchase had some unusual circumstances. In addition, all food purchases using a budget not approved for food should identify that a "Light Meal & Refreshment form (UW Form 1798) is on file" for that purchase.