ProCard

The UW Procurement Card (ProCard) is a Visa purchasing card available for faculty and staff, designed to reduce the use of small dollar purchasing using purchase orders, and eliminate the use of personal funds. ProCard usage is restricted to UW business purchases only, and may not be used for personal expenditures.

Topics

Requirements for Becoming a Cardholder:

All ProCard users are:

• Required to abide by all Washington State & UW purchasing regulations when purchasing with the UW ProCard.
• Required to take the mandatory ProCard Cardholder Training.
• Subject to the State of Washington training requirements.  For more details, please visit:  Required Department of Enterprise Services (DES) Procurement Training. Here are some FAQs.

What to Know Before You Begin

Review all resources below that explain policy and procedure:

• ProCard Overview
• Department Responsibilities 
• Purchasing with ProCard
• ProCard Reconciliation
• ProCard Resources

New Card Application Process

Eligibility

• UW Faculty and staff are eligible to apply for a ProCard, with department/unit approval.
• Harborview Medical Center and UW Medical Center Applications must have Approval from UW Medicine Internal Controls.
• All applications using the medical center budgets (3120000000 org code) will automatically be routed to UW Medicine Internal Controls for review and approval. Please contact Lillen Namba for further information and inquiries.

Step 1: Complete the ProCard training and assessment or Medical Center assessment

• The ProCard training and assessment must be completed before submitting an application form in Ariba.  A minimum score of 30 out of 32 is required to pass the assessment.  Click here to find the online training.
• The Medical Center assessment (3120000000 org code) needs to be completed with a minimum score of 33 out of 35 before the application will be approved and processed. Please contact Lillen Namba for further information and inquires.

Step 2: Complete and submit a ProCard application in Ariba

1. The cardholder completes and submits the Ariba application 
2. The department ProCard approver must approve the application. 
3. The ProCard Office reviews and approves the application. Applications are processed on Fridays. 
4. Email notice will be sent to the cardholder when the card arrives in the ProCard office, typically in 7-10 business days.

A how-to guide for filling out the application can be found here.

Renewal Process

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 15^th (approx.)
• Cardholder takes quiz, submits application any time after June 15^th.  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 renewal assessment and receive a passing score of 9/10. 

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.