ProCard

Important Notice: March 2020

The ProCard Office is open and available during normal business hours.  As normal, you can inquire via email at procard@uw.edu and continue to submit requests (i.e. temporary increase, new application, renewal) through ARIBA.

Important News about Home Deliveries: Procurement Services has received numerous questions regarding residential deliveries of supplies for staff working remotely at home. Under normal circumstances, we do not advise home delivery for several reasons, including tax implications, appropriate use of UW owned materials, tracking and tagging equipment, returned goods issues etc. However, we have modified our guidance for ProCard purchases to allow home delivery provided the appropriate person in the ordering department authorizes it. Departments should work with their administrative staff and human resources representatives regarding telework policies, responsibility for telework equipment and supplies, and tracking UW owned equipment and the plan for its return to the department (more information is available on the university's telework policy and process web page). 

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.
• 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
• Ghostcards

• All NEW ProCard applications will be required to take the ProCard Cardholder Training and complete the ProCard Assessment with a passing score of 22/24.
  • 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 of 22/24.

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 Ariba.  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 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.

UWMC New Card Application Process

The Medical Center Training Assessment is mandatory for all new ProCard applications originating from UW Medicine (312 org codes). This includes UW Medicine employees from Shared Services, UWMC Montlake and Northwest, Harborview Medical Center, Airlift Northwest, and UW Neighborhood Clinics.  

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: Fill out the ProCard application in Ariba, using: default object code: 05-99, default monthly limits ($10,000) and single purchase ($2,000), and provide the name of the reviewer and their UW Net ID

Step 4: Request the training and applicable policy and procedure document from UW Medicine Internal Control

Step 5: Review the training and the applicable policy and procedures

Step 6: Complete the assessment and score better than 33/35 correct 

Please contact Elliot Madison, Internal Control Analyst, for further information and inquires: ectmadis@uw.edu. 

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  assessment and receive a passing score of 22/24. If you need a refresher on ProCard, please re-watch the online training here.

Step 2. Submit the card application form in Ariba (Home/Create/Card Application/Type of Card/ProCard Renewal), and include 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.

UWMC/HMC Renewal Process

The Medical Center training assessment is mandatory for renewal ProCard applications originating from UW Medicine (312 org codes).  This includes UW Medicine employees from Shared Services, UWMC Montlake and Northwest, Harborview Medical Center, Airlift Northwest, and UW Neighborhood Clinics.  

Responsibility lies with the cardholder to renew the card

Step 1: Cardholder submits a renewal application in Ariba and must provide the name of the reviewer.

Step 2: Request the training and applicable policy and procedure document from UW Medicine Internal Control

Step 3: Review the training and the applicable policy and procedures

Step 4: Cardholder takes the assessment and must score at least 33/35.

Contact Elliot Madison, Internal Control Analyst, for questions: ectmadis@uw.edu