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Best Practices

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

ProCard

Please refer to the tax office website for information about goods & services taxability

PaymentNet works best with Internet Explorer (IE) and Firefox.

Under the Criteria section of PaymentNet's Query section: 

  • Choose Accounting Code Values in Field dropdown menu. 
  • In Operation, choose Is Equal To
  • Under Value, choose COA - US 00059 for Procard transactions. 
  • Under Segment Name, choose Division
  • In Segment Value, enter your Division's ten-digit organization code. 

Also use Accounting Code Values to query transactions by Department (org. code), College (org. code), Budget, Task/Option/Project, and Object Code.

  • On the upper right left hand corner of the General Information tab on the Transaction Details screen, click on Add Lines.
  • On the field that appears, enter the number of budgets you want to use for the split.  Then click Add.  The fields you need to modify will appear at the bottom of the screen.  If you want to split between two budgets, for example, two lines will appear.
  • Click on the arrows below the Item column for each line, to show the transaction's Accounting Codes section, where you can change budget numbers and other values, as needed.

Effective January 2013, suppliers can impose surcharge for card payments. The supplier is required to advise the cardholder before charging the card.

ProCard accounts are not transferrable to other departments. Email the ProCard office at procard@uw.edu to cancel your card. Dispose of the card appropriately; you do not need to return the card to the ProCard office. Check with your new department if you will need a new ProCard account.

Since MyFD can only accommodate a limited number of characters in the reference field, only the first ten digits will be displayed in MyFD. The last three digits are removed. For example, the transaction ID 1309972124001 will appear as 1309972124The digits 001 will not be shown.

Procurement Services discourages purchases from eBay. When considering an eBay purchase, it is important to remember that you have no recourse if the item is received damaged or not in working condition, except eBay’s moderation between you and the seller. There is no guarantee in such a case that your money will ever be refunded. Also, many times these items come as is with no warranty. If the item breaks or stops working, your department is either out the money you paid or now looking for someone to fix it for an additional cost.

Departments should heavily consider the risks prior to making such purchases. One additional thought to consider is whether an item is applicable for M&E tax exemption and equipment tagging. If so, you would not be able to claim the M&E tax exemption if purchased through eBay.

eBay does not accept purchase orders. This is because when you buy on eBay, you buy from individual sellers, not from eBay. The individual sellers will invoice you and payment will be made via credit card, in most cases prior to the item being delivered.

A ghost card is a ‘card less’ credit card number that is specific to each department, for use by anyone in that department. Ghost cards are typically assigned to be used for recurring transactions with the same type of suppliers (ex: Shipping (FedEX, UPS, DHL).

Since ghost cards can used by anyone within the department, the risk for un-authorized transactions is higher than your typical procard account and therefore has less fraud protection.

Yes, ride sharing services like Uber or Lyft, can be used for UW-related business purposes. Uber provides auto liability insurance for all registered drivers.  The department can pay for ride sharing services with their ProCard. See the ProCard Allowable & Unallowable Expenditures found here:  
http://f2.washington.edu/fm/ps/sites/default/files/Allowable_Unallowable...
To reimburse your guest who paid for Uber with their personal funds, please submit a Travel Expense Report
To reimburse a UW employee who used their personal funds to pay for Uber, also submit a Travel Expense Report

Cell phone orders shall be placed directly with the vendor via any of the wireless carrier’s websites. Our preferred vendors are AT&T and T-Mobile. Your department head has been given access to the wireless carrier’s website and should be able to grant access to you. Only a University of Washington Procurement Card (UW ProCard) may be used to place any orders for cell phones and cellular service. All of the vendor contact information and website links can be found at this link.

You can access your bill by logging onto the vendor’s website. A user login and password was provided to your department head. For further assistance in navigating through the cellular website, you may contact UW Information Technology, Business & Finance at 206-543-1997 or email help@uw.edu.

Contact the supplier and request that they credit the ProCard, and then use your personal credit card for payment.

If the supplier will not credit the ProCard, you will need to follow the steps on the Cash Transmittal form to reimburse your Department’s budget. This will require that you write a personal check payable to the University of Washington.  Here is a link to the Cash Transmittal form http://f2.washington.edu/fm/bao/CTform.

The transaction in PaymentNet should be documented. Below is the link to the Reconciling ProCard website with guidance.

https://f2.washington.edu/fm/ps/how-to-buy/procard/reconciling-procard

Use the following query criteria:
    - Post Date – Is Relative To- Last 45 days
    - Delete any other criteria
‘Process Query’, change the query name( Last 45 days), Save, and then ‘Set is as your default’

  • Item description
  • Merchant or Supplier Name
  • Total Cost (before and after sales tax)
  • Budget number and object code
  • Department name
  • Depending on the commodity and/or supplier, you may need to provide a sole source justification if the transaction amount before sales tax exceeds $10,000.

Send an email to procard@uw.edu with the following information:

  • Cardholder Name
  • New budget number/email/reconcilier

Send an email to procard with the following information along with department administrator’s approval

  • Employee Name
  • Employee UWNet ID
  • Employee email
  • Department org code or Cardholder name
  • go to MyFD
  • enter budget number
  • go to budget profile
  • No. Use a Travel card or personal card and request department reimbursement
  • Contact ProCard or CTS administrator for exemptions

From 'Reconciliation' menu in MyFD, click on the transaction amount. You should see the cardholder's contact information along with some information about the transaction. You can then contact the cardholder to provide more information or documentation. Alternatively, you can send an email to ProCard with the transaction information (transaction ID, amount, budget number, obj code). The procard office will provide you with the cardholder name who made the transaction.

The ProCard office do not retain transaction invoices. Please contact the merchant and request for a copy of the invoice.

Activation information is provided in an email sent to the cardholder. Contact the ProCard office if not received. It will contain two pieces of identifying information that JPMC will ask for when activating the card. Your user name will also be included and will have at least six characters.

This is a PaymentNet access level issue. Please contact the ProCard office.