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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

  • 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. 

See ProCard website for instructions how to apply

It takes approximately a week to process an application. 

For the ProCard Cardholder Training, review the eLearning for Cardholders. At the end, Cardholders are required to pass an online assessment before the card is issued.

 

Contact the ProCard office to report lost/stolen cards during regular office hours (206-543-5252). Please contact JP Morgan Chase during non-office hours (1-800-270-7760).

Please send an email to procard with the cardholder's name. Canceling a procard account will also cancel the user’s PaymentNet access. Dispose of the card appropriately; you do not need to return the card to the procard office.

The SSN number JPMC is asking for is the last 4 digits of the UW’s tax ID number. These four digits are what ProCard uses as the SSN. Refer to your ProCard welcome email for the information JPMC is requesting.

Cardholders can view the card transaction activity in PaymentNet. From the ''Transactions' menu, select 'Authorizations/Declines'.

Passwords are required when contacting JPMC about your account. They will request two pieces of identifying information that can be found in your ProCard welcome email. 

  • Customer Service & Fraud Department: (800) 270-7760.

Review the "Express Mail with Procurement Card" web page for the contact information of the various providers. 

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.

It is your department building address. Same as the address on the application form.

Users will be locked out of PaymentNet after 3 unsuccessful log in attempts. Please email procard@uw.edu and they will unlock your account and send you a new password.

  • Renewal application process – ProCard office will NOT be sending notifications to cardholders when their card is expiring (every 3 years).  It will be the responsibility of the cardholder to take the assessment first prior to submitting the Ariba application.       

  • The ProCard office receives the renewal cards approximately 6 weeks before the expiration date. 
    • Example: Cardholder expiration date is July 2019.  ProCard office receives new card June 15th (approx.)
  • Cardholder takes quiz, submits application any time after June 15th.  If renewal quiz and application is not completed by July 31, 2019 the card will be cancelled.
  • Step 1. It is the responsibility of the Cardholder to take the ProCard  assessment and receive a passing score of 22/24. 

    Step 2. Submit the renewal application form in Ariba including the assessment score received in the Comments section.

    Step 3: Once steps 1 and 2 have been completed, you will receive an email notification from the ProCard office with activation instructions and a confirmation your card has been sent through campus mail.

Please go to the ProCard webpage and click on "PaymentNet Login" button. Alternatively, you can access the login in the top right of the Procurement Services home page. You will need the Org ID, your username and password.