Verifying Transactions 

Verifying ProCard charges will take place in Workday. It is critical to develop strong internal controls, specific to department needs for verifying ProCard transactions.

Transactions should be verified in a timely manner on a daily or weekly basis:

  • Verified transactions will post once they are approved
  • They will post in the fiscal month they were approved
  • The final day for posting transactions for a given month is the last day of the month by 4 pm

Note: If transaction is not verified, the purchase remains open and is not expensed to an appropriate funding Worktag for a given month. 

Corrections:

If a correction is needed for a card transaction, a Journal Entry would need to be fully approved by 2 pm of the 7th business day of the following month. For example: If the charge posted in August, a Journal Entry would need to be fully approved for a correction by September 12th to post in August.

Topics to Review

                     Verification Process                   Receipt Policy         
                                 Use Tax                        Express Mail
                              Post Audit  

                                              

Who Can VerifyTransactions?

Who will verify ProCard transaction?

  • The Cardholder, or
  • Procurement Data Entry Specialist

Who will approve verified transactions?

  • Procurement Data Entry Specialist, and
  • Funding Manager (Grant Manager, Cost Center Manager etc)

How to Verify Transactions

Refer to Job Aid EXP-J-06 How to Manage ProCard in Workday available in UW Connect Finance Portal for instructions on how to verify charges in Workday.

Special Fields to consider:

  • Memo Field: Use this field to add the business justification for the purchase
  • Select one of two fields to address tax:
    • Sales Tax Collected
    • Default Tax Option (to assess use tax)
  • Attachments: add the receipt or invoice

Receipt Policy

IMPORTANT: It is the department's responsibility to maintain receipts and other documentation. 

Purchase receipts and supporting documentation (i.e., proof of receipt of goods, business purpose, itemized list of what was purchased and pricing information) are required for all transactions. See the UW Receipt Policy page here. Visit the  Award Documentation Guidelines page. 

For the UW Receipt Policy, click here.

$75 Receipt Waiver

The Office of Financial Management (OFM) has approved a receipt requirements waiver for purchases up to $75, which has been reviewed and approved by UW Internal Audit. To read more about this policy and the UW Receipt Policy, click the link below.

For the UW Receipt Policy, click here.

Express Mail 

Express mail shipments using freight carriers such as UPS and FedEx are exempt from Sales/Use Tax. Use the appropriate spend category. 

If your department is using FedEx/UPS on a regular basis, departments may request a shipping ProCard Ghost account (xmail) through the UW Conne ct Card Services Form.

Use Tax Process

It is the responsibility of University of Washington employees to ensure tax is charged to all UW purchases if the item being purchased is used in the state of Washington. Each receipt/invoice for ProCard transactions with an out of state merchant should be reviewed to determine if the merchant charged Washington State sales tax. The Default Tax Option can be used to assess use tax on charges not charged sales tax. 

  • For questions on what is taxable, review the Tax Office Taxability List. 

Post Audit

The ProCard office conducts audits on ProCard transactions monthly.
The goal is to educate and assist departments on campus to ensure Washington State purchasing regulations are understood and compliance is maintained as defined by state and University policy. 
The ProCard office utilizes a tool called Oversight. Oversight searches all transactions and identifies all potentially suspicious activity based on parameters set forth by the ProCard office.
What should you do if you receive an email from Oversight?
It is important to respond to emails you receive from Oversight. You can respond directly to the email with further details about the purchase. For example, if the email you receive mentions missing notes, respond to the email with what was purchased, the business purpose, and any other important details. For fraud transactions that appear on your ProCard account, notate the purchase was fraud and reported to JPMC.
For questions, contact: procard@uw.edu.