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.

ProCard Topics

Requirements
What to Know Before You Begin
New Card Application Process
UWMC/HMC New Card Application Process
Renewal Process

 

 

Washington State Requirements:

All ProCard users should:

• Abide by all Washington State & UW purchasing regulations when purchasing with the UW ProCard.
• Complete the required State of Washington DES training.  For more details, please visit:  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
• ProCard Roles and Responsibilities 
• Purchasing with ProCard
• ProCard Transaction Verification
• ProCard Resources
• Ghostcards

• All NEW ProCard applications will be required to take the ProCard Cardholder Training and complete the ProCard Assessment with a passing score.
  • The training can be found here 
• New applications submitted from previous or current cardholders changing departments will not be required to complete a new assessment, as long as an assessment has been completed with a passing score within the last 12 months.
• All renewal ProCard Applicants (every 3 years) will be required to take the ProCard cardholder assessment and receive a passing score.

If you have an questions please email procard@uw.edu

 

New Card Application Process

Eligibility

• UW Faculty and staff are eligible to apply for a ProCard, with department/unit approval.

Step 1: Complete the ProCard training and assessment 

• The ProCard training and assessment must be completed before submitting an application form in UW Connect.  A minimum score of 22 out of 24 is required to pass the assessment.  Click here to find the online training.

Step 2: Complete and submit a Card Services Form in UW Connect

1. Submit the card application in UW Connect, and include the assessment score received in the comments section.
2. The department ProCard approver must approve the application. 
3. The ProCard Office reviews and approves the application. 
4. Email notice will be sent to the cardholder when the card arrives in the ProCard office, typically in 7-10 business days.

Step 3: Activate Card - Follow the emailed instructions to:

1. Activate your ProCard
2. Set up alerts
3. Set up pin number

 

UWMC New Card Application Process

The Medical Center Training Assessment is mandatory for all new ProCard applications originating from UW Medicine. If you are unsure if your unit falls within UW Medicine, or have any UW Medicine application questions, please contact Robert G. Lee, Internal Control Analyst: rlee75@uw.edu. 

Step 1: Receive approval from your manager or director to have a ProCard

Step 2: Receive approval from UW Medicine Internal Control to proceed with the ProCard application

Step 3: Request and receive the trainings and applicable policy and procedure document from UW Medicine Internal Control

Step 4: Review the training and the applicable policy and procedures

Step 5: Complete the UWMC assessment and score better than 33/35 correct 

Step 6: Fill out the ProCard application in UW Connect, using: default monthly limits ($10,000) and single purchase ($2,000), and provide the name of the reviewer and their UW Net ID

Step 7: Follow the emailed instructions to activate your ProCard, set up alerts, and set up a pin number

Step 8: Take the 2 DES (Department of Enterprise Services) trainings: EE WA Small Purchases and EE WA State Purchasing and Procurement Ethics 

Contact Robert Lee, Internal Control Analyst, for questions: rlee75@uw.edu 

 

ProCard Renewal

ProCards are up for renewal every three years. Procard@uw.edu will email you two weeks before the end of the month your card expires to help remind you of the process. If the correct assessment is not completed before the card expires, the account will be suspended. The suspension will be lifted after you pass the assessment. Your account will be closed if the assessment is not passed within 30 days after your card expired. 

For example: card expiration is 08/23, then the assessment must be passed by 9/30/23 in order for your account to stay open.       

UW Academy and School of Medicine Renewal Process

Passing the ProCard assessment is mandatory to renew your ProCard (a different assessment is required. See below). We recommend that if you have moved UW Mailboxes in the last three years that you email procard@uw.edu to verify we have the correct mailbox number on file. 

Responsibility lies with the cardholder to renew the card.

• The Cardholder takes the ProCard  assessment logged in under their uw.edu email. A passing score is a minimum of 22/24. If you need a reminders on ProCard use and management, please re-watch the Cardholder training here. If you need a quick refresher, watch the Renewal Training instead.
• The card will be mailed to your UW Mailbox. ProCard Office will notify you via email after your card is mailed. Follow the emailed instructions to activate your ProCard, set up alerts, and set up a pin number.

UW Medicine/Harborview Medical Center Renewal Process

The Medical Center training assessment is mandatory for renewal ProCards originating from UW Medicine. If you are unsure if your unit falls within UW Medicine, or have any UW Medicine application questions, please contact Robert G. Lee, Internal Control Analyst: rlee75@uw.edu. We recommend that if you have moved UW Mailboxes in the last three years that you email procard@uw.edu to verify we have the correct mailbox on file. 

Responsibility lies with the cardholder to renew the card

Step 1: Request the training and applicable policy and procedure document from UW Medicine Internal Control.

Step 2: Review the training and the applicable policy and procedures.

Step 3: Cardholder takes the assessment and must score at least 33/35.

Step 4: The card will be mailed to your UW Mailbox. ProCard Office will notify you via email after your card is mailed. Follow the emailed instructions to activate your ProCard, set up alerts, and set up a pin number.

Contact Robert Lee, Internal Control Analyst, for questions: rlee75@uw.edu