ProCard Management

Responsibilities

Cardholder
Reviewer/Reconciler
Administrator
ProCard Defaults and PaymentNet access request
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 Cardholder: These are department purchasing agents responsible for approved business related purchases, obtaining sufficient documentation for purchases and performing the first level of transaction review at their PaymentNet account.

           Your ProCard
The ProCard should be used only by the person to whom the card is issued (the cardholder), and should not be shared or lend to other staff. The card provider cancels all fraud rights if found out a card is used by others.

ProCards are not transferrable to other UW staff or departments. A cardholder must cancel his or her card if leaving the UW or moving to another UW department.

         JPMC Statements

Electronic statements are available in PaymentNet. For cardholders with multiple accounts (active and inactive), check the default box to the right of the primary account number on the Electronic Statement Page to default the view to the selected account when accessing statements. JPMC statement is not a required documentation for retention.

Keeping the card secure
The P-Card should be treated with the same security as a personal credit card:

  • Keep it with you or lock it in a secure place
  • Do not write any portion of the P-Card number down or share the number with others.
  • Only use reputable vendors
  • Do not give the P-Card number to a merchant to "keep on file". Sending copies of the front and back of your P-Card to vendors with whom you are doing business is discouraged. This practice opens a greater window of opportunity for fraudulent activity to be placed on the card.
  • Beware of requests for credit card information - These are email scams that can be very convincing as they attempt to extract account information from the recipient. Never reply to these email 'phishing scams'.
  • Please contact UW ProCurement Card Services (procard@u.washington.edu) if you ever have any questions or concerns regarding a suspicious email or phone call.

Cardholder Responsibilities

  • Discuss your request for a Procurement Card with the appropriate department administrator in your area 
  • Familiarize yourself with the Procurement Card policies and regulations
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    • Complete and sign the application form 
      • Return the completed and signed form to the department administrator 
    • Register for the ProCurement Card Training Class or complete the online training & quiz
    • Understand your specific reconciling responsibilities at the JPMC website
      • Which review box to check?
      • Who is responsible for the allocation of the appropriate budget & object coding for each purchase?
      • Who is responsible to enter transaction notes in the transaction note box?
    • Understand your departments purchase approval procedure
    • Understand what you are allowed to purchase
    • Sign the card when received 
    • Activate the card following procedures provided with card

 Reviewers: Individuals reconciling department ProCard purchases other than their own.

Reviewer Responsibilities:

  • Attend a ProCurement Card Training Class or complete the online training & quiz
  • Familiarize yourself with the ProCurement Card policies and regulations
  • Understand your specific reconciling responsibilities at the JPMC website
    • Which reconciling box to check?
    • Who is responsible for assigning the appropriate budget & object coding for each purchase?
    • Who is responsible to enter transaction notes in the transaction note box?
  • Maintain source documentation for cardholder purchases

 Department Administrator: The department head or administrator with delegated signature authority for department budget expenditures, and ultimately responsible for the management of the ProCurement Card Program in their College or Department.

Department Administrator Responsibilities:

  • Attend a ProCurement Card Training Class or complete the online training & quiz
  • Familiarize yourself with the Procurement Card policies and regulations
  • Manage the Procurement Card program within the department
  • Create a written department policy establishing internal procedures and identifying ProCurement Card responsibilities for department staff
  • Delegate ProCurement Card roles and responsibilities for the department. 
  • Determine who should have a ProCurement Card 
  • Check completed application for accuracy and completeness 
  • Approve and provide the authorizing signature for each ProCurement Card application  
  • Assign a departmental default budget for card
  • Ensure individuals involved with the program have reviewed ProCurement Card policies and regulations 
  • Ensure that cardholders and reviewers attend a ProCurement Card Training Class or completes the online training & quiz
  • Administrators and Reviewers have the abilityto monitor all department cardholder activity

 Changing ProCurement Card Defaults and PaymentNet Access Request

  • Temporary or permanent increases in number of daily transactions need to be requested with the approval of a department administrator with delegated department budget authority. This can be accomplished if the email request comes directly from the administrator or the administrator is copied by the cardholder and replies with an email approving the request.
  • Merchant blocks can be temporarily lifted with the approval of a department administrator with delegated department budget authority. This can be accomplished if the email request comes directly from the administrator or the administrator is copied by the cardholder and replies with an email approving the request.
  • Changing default budgets or object codes are accomplished by copying the request to a department administrator with delegated department budget authority.
  • Changing employee profile information accomplished by emailing ProCard Services with the correct information.
  • Review access for additional cardholders needs the approval of a department administrator with delegated department budget authority. This can be accomplished if the email request comes directly from the administrator or the administrator is copied by the cardholder and replies with an email approving the request.

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