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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

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.
  • Best practice is to use Ariba for purchases over $10K. Any purchase of goods or services over the direct buy limit requires Purchasing department review unless there is a pre-negotiated contract approved by Purchasing already in place. 
  • If using a ProCard, fill out a Contract Review (RV) and Card Limit increase (WLI) forms in Ariba. See Tutorials page for how-to guides to fill out these forms. 

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

To get your ProCard limit increased, review the "Purchasing with a ProCard" web page, then fill out the Card Limit Increase form in Ariba. 

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.

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

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.

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.

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.

To submit a use tax correction, visit the Use Tax Correction Report in PDR. Instructions on how to submit a correction using this application can be found here

There are 2 Org IDs:

  • ProCard: US00059
  • CTA: US01745

Choose the Org ID that applies to your card type.

If the user has access to both accounts, they should have received login information for both.

Certain common events may require you to register/re-register your computer, including:

  1. Clearing the browser cookies
  2. Using a new computer or one you have not used before
  3. Switching to a new browser or browser settings
  4. Modifying your computer operating system or software settings
  5. Changes to system settings made by your internet provider or IT administrator

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.

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

  • 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.

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