Frequently Asked Questions

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.

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.

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. 

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

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

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.

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.

Shared Environments and departments can start submitting your updates on May 1st, 2024. 

Update on any Grant related worktags will trigger a validation error “Worktags do not match Grant Related Worktags” for the following in-flight transactions:
•    Customer invoice Adjustment
•    Expense Report
•    Internal Service Delivery
•    Procurement Card Transaction Verification
Update on one of the four critical Grant related worktags (Balancing Unit, Fund, Function and Resource) will trigger a validation error “Validation “Your transaction's Fund, Function, Balancing Unit or Resource do not match the grant's related worktags on Grant” for the following transactions:
•    Supplier Contract
•    Supplier contract Amendment
•    Requisition
•    Purchase Order
•    Change Order
•    Supplier Invoice Request
•    Supplier Invoice
•    Supplier Invoice Adjustment
 

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the fund listed on the purchase order, and subject to buyer review.

If you discover a duplicate payment for an order, contact Procurement Customer Service at pcshelp@uw.edu. Please include the date of the original and duplicate payments and the PO number(s) charged. We will assist you in getting a refund for the duplicate payment.

The create return task is an administrative notation in Workday. It does not send information to the supplier. The campus unit will still need to coordinate with the supplier on the return process, how to ship back items, and getting a credit issued.

All existing POs and SIs will be processed and paid according to the original worktags on the PO. Run R1514 - Purchase Order Lifecycle to review existing POs and SIs. Any new PO will use the updated related worktags. BEFORE submitting a new requisition, verify the grant wortags are correct.

Only Balancing Unit, Fund, Function, and Resource worktags need to match between the existing Grant Driver worktag and POs and SIs. All other related worktags on the Grant Driver worktag do not need to match for approval to occur and payment to process. 

Due to ongoing beginning balance reconciliation efforts and preparation for fiscal year end close, any reclass journals intended to move between cost centers within one grant will be deferred until FY25. Since transactions will continue to post journals with the original Grant worktags on Purchase Orders, this should be considered when performing spend & budget analysis. Units may continue to perform payroll accounting adjustments (PAAs) and Accounting Adjustment.

Approved transactions will be paid with original worktags. Any transaction that is pending approval can be updated to the correct worktags. 

You need to contact the vendor and arrange for returning the item. If a payment has already been made, you need request a refund. Often times the vendor will issue a RMA (Return Merchandise Authorization) or RGA (Return Goods Authorization) number to indicate their approval of the return.  User should request this number from the vendor if it is part of Vendor’s return policy, and reference this number on the shipping label and other related correspondence.

• University Administrative Policy Statements
• Procurement department policies and procedures

• RCW (Revised Code of Washington)  Grants UW statutory authorities relating to procurement)
• WAC (Washington Administrative Code)  Rules and Regulations regarding state agencies
• SAAM (State Administrative Accounting Manual) The minimum requirements state agencies must meet
• FAR (Federal Acquisition Regulations)  Applies to federally funded purchases
• UCC (Uniform Commercial Code)  Adopted by majority of states – sets standards for business transactions

The University generally may not make payment in advance of performance. Payment in advance for goods or services is generally prohibited by RCW 43.88.160. However, there are certain exceptions for which state law explicitly permits payment in advance and in certain instances, payment may be structured to accommodate a supplier's need for advance payment without violating state law. Examples include: membership, subscriptions, software/software updates, leases and travel.

This is generally discouraged, however during the pandemic certain accomodations were made for shipping. Please refer to your administrator for current protocol. 

Items that fall under Capital Projects:

Project Types

Reimbursement for meals is usually under specific circumstances, because the UW does not normally pay for a person’s lunch during their work hours. Circumstances that the meal could be reimbursed are, as an example, if you hosted or attended a business meeting where a meal or light refreshment was an integral part of the meeting or a recognition or training event. 

Departments can create their own policy on how they manage the  10% rebate earned  through University Book Store purchases.  If your department policy requires the purchaser to pursue the rebate from the UW Bookstore, then this amount must be deducted from the amount of the reimbursement. For more information, see the Reimbursements web page or the UW Bookstore Customer Rebate FAQ page.