Important Purchasing Rules:

  • The UW ProCard is used for official UW business only. Never use the ProCard for personal expenses.
  • Completing multiple transactions to circumvent the single transaction limit on ProCard is a violation of ProCard policy.
  • Purchases should be delivered to a department or business location addresses only. Deliveries to a home address requires department approval prior to purchase.
  • Which expenditures are allowable and unallowable 
  • Acceptance of Terms and Conditions for products/services by clicking a box is signing a contract. Check with Purchasing for any questions on Terms and Conditions. 
  • Contracts needing signature must be submitted to the Purchasing for review before requesting a Card Limit Increase through the UW Connect Card Services Form. 

Important Notice: The National Defense Authorization Act (NDAA) for Fiscal Year 2020 includes prohibitions to support national security considerations related to the following five Chinese telecommunication firms: Huawei Technologies, Company or ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidary or affiliate of these entities: Products manufactured or sold by these companies should not be purchased). 

Before placing a ProCard order, or purchasing from a supplier through Amazon, departments should review the list of excluded parties in SAM (System for Award Management) for entities excluded from receiving federal awards for "covered telecommunications equipment or services" and ensure the company they are buying from either directly or through Amazon is in compliance with the NDAA, and has represented in SAM they are in compliance with FAR 52.204-26.

Important News about Home Deliveries: Procurement Services has received numerous questions regarding residential deliveries of supplies for staff working remotely at home. Under normal circumstances, we do not advise home delivery for several reasons, including tax implications, appropriate use of UW owned materials, tracking and tagging equipment, returned goods issues etc. However, we have modified our guidance for ProCard purchases to allow home delivery provided the appropriate person in the ordering department authorizes it. Departments should work with their administrative staff and human resources representatives regarding telework policies, responsibility for telework equipment and supplies, and tracking UW owned equipment and the plan for its return to the department (more information is available on the university's telework policy and process web page). 

Topics

Transaction and Monthly Limit Increases

Purchasing Information for Special Commodities

Changing ProCard Defaults

 

 

Transaction and Monthly Limit Increases

Temporary or Permanent Increase

ProCard single transaction limits are defaulted at $3,500 and monthly limits are defaulted at $20,000. Departments can manage card limits based on needs or policies and thus could have different monthly and single transaction card limits. 

All monthly or single transaction limit increases for cardholders should be requested through the UW Connect Card Services Form. Permanent monthly limit increase requests are reviewed by the ProCard Office. The business justification must be noted in the comment section indicating the request is for a permanent increase.

To request a temporary single or monthly transaction limit increase, submit the UW Connect Card Services Form and attach any documentation.

 

Purchasing Policy Information for Special Commodities:

Equipment Catering Events Up to $10,000 Advertising                                 
University Bookstore Policy Printer and Copier Policy Express Mail
Memberships Cell Phone Policy Payment Acceptance Services and Equipment
Information Technology (IT)    

                     

Equipment

When using a ProCard for equipment purchases that exceed $5,000 each, you are required to complete the following step:

  • 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. For more information about this process, visit the Equipment Inventory Office website.

 

Catering Events Up to $10,000

Important: All contracted catering events that exceeds $10,000 per vendor must be pre-approved by the Purchasing Department before the event. Vendor agreements or contracts must be reviewed and signed by a UW Purchasing buyer prior to the event. Please submit them for review to the Purchasing department. This only applies if the UW does not already have a pre-negotiated contract approved by Purchasing with the supplier. See the UW Contract Search. 

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

  • 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. 

 

Advertising

Departments may use their UW ProCard to pay for advertising placements up to any dollar amount in media such as newspapers, periodicals, radio, television and the internet. The ProCard should never be used to pay for advertising consultation, brokering or design services; it should only be used for ad placements. 

Important:

  • 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. 

 

University Bookstore Purchase Policy

Due to credit card security concerns, University Bookstore will not allow any ProCard charges made by anyone other than the cardholder. The individual whose name is on the card should be the person making the transaction – this is consistent with ProCard policy regarding card sharing.

Cardholder phone order with associate pick-up: Identify who will pick-up item and that individual must present ID upon receipt of purchased item. (Card or copy of card not needed.)

 

Policy Regarding Purchase of Printers and Copiers

The UW “Managed Print Services” (MPS) program is a streamlined way for campus customers to acquire printers and copiers. Contact the MPS team before you purchase or lease equipment at: https://finance.uw.edu/c2/mps/home The MPS team will provide you with a quote for equipment to best meet your needs.

(Note: If you have an existing copier lease currently being paid with ProCard or Supplier Invoice Request, you may continue to use that process until the lease expires.)

 

Express Mail

If a department is using UPS or Fedex regularly, they may request a shipping ProCard ghost account through the UW Connect Card Services Form. Click here to learn more. Options include UPS, FedEx, and DHL.

 

Memberships

Amazon Prime Membership: Business Prime annual membership is available for UW departments and the fee is funded centrally by UW Procurement Services. Departments do not have to pay for separate Prime memberships. 

  • To join: email AmazonBusiness@uw.edu and UW Procurement will have Amazon send you a request to confirm your email address and start using your account. Click here for more information.
  • For UW Medicine to join: Contact jtechico@uw.edu to sign up.

Amazon Prime membership may only be used for University business purposes and it is an ethics violation for the membership to be used for personal use.

Costco: ProCard may be used to purchase specific Costco memberships. Costco memberships may only be used for University business purpose and may not be used for personal use. Using a personal executive membership and seeking reimbursement is NOT allowed and is an ethics violation.

  • Gold Star Membership: Allowable
  • Business Membership: Allowable (business members must provide Costco with the appropriate resale information)
  • Executive Membership: Unallowable 

Links to RCW and WAC rules on personal use of state resources:

 

Cell Phone Policy

If a department has recurring cellular bills on a regular basis, they can request a telecom ProCard ghost card through the UW Connect Card Services Form. ProCard is the preferred method of payment to pay recurring cellular bills. Click here for more information.

 

Payment Acceptance Services and Equipment

Departments must receive approval from Merchant Services before contracting/agreeing to Terms and Conditions for any payment card acceptance related equipment or services. This requirement applies to orders for any dollar amount. Contact pcihelp@uw.edu (Reference APS 35.1). Additional information found at https://finance.uw.edu/merchant-services/.

 

Information Technology (IT)

Please consult with Procurement Services buying staff (Lynn Magill - lmagill@uw.edu) prior to making your IT purchase so they may indicate which documents may apply when placing an order or creating a contract with a ProCard. Procurement will assist you in ensuring the appropriate Contract Riders are made a part of your agreement. A few questions to consider:

Does your IT purchase require disclosure of personal data (incidental or otherwise)?

  • Yes - Your purchase may require a DPA. A Data Processing Agreement (DPA) helps uphold UW's values and principles related to privacy and addresses laws and regulations that govern the protection of personal data. A DPA also establishes the purpose and parameters for data processing and clarifies roles and responsibilities between the UW and a third party (e.g. non-UW entity, sponsor, affiliate, supplier, contractor). See Privacy Office link for additional information/explanation and take steps that may be required prior to your purchase. http://privacy.uw.edu/

Does your IT purchase require disclosure of Patient Health Information (PHI) (incidental or otherwise)?

  • Yes - Your purchase may require a Business Associate Agreement. A Business Associate is an individual or entity that is not a workforce member of the University of Washington that performs a service or activity "for" or "on behalf of" the University of Washington or UW Medicine, with or without compensation that involves protected health information. See UW Medicine Compliance link for additional information/explanation. https://depts.washington.edu/comply/compliance-programs/hipaa-program/business-associates/

Does your IT purchase have a customer (campus) interface? Or could it possibly at any time during the course of its lifecycle? 

  • Yes - Your purchase may require an IT Accessibility Contract Rider This is especially critical for enterprise-level systems and other technologies that affect a large number of students, faculty, and/or staff. See Accessible IT link (procuring) for additional information/explanation. https://www.washington.edu/accessibility/procurement/

See also the following link to "UW IT Special Terms Rider" which may relate to some, but not all IT purchases placed by the University. UW Terms and Conditions.

Changing ProCard Defaults

  • Temporary or permanent increases need to be requested with the approval of a department administrator with delegated department budget authority. Fill out the UW Connect Card Services Form and choose single or monthly limits and specify ProCard or CTA in the Notes section. Attach any documentation to the form.
  • Merchant blocks can be temporarily removed with the approval of a department administrator with delegated department budget authority.  Fill out the UW Connect Card Services Form and select MCC lifts. Attach any documentation to the form.
  • Updating Cardholder Information (address or phone number) can be done by sending an email request to procard@uw.edu with the correct information.