The UW Procurement Card (ProCard) is a Visa purchasing card available for faculty and staff, designed to support departments in managing small dollar purchasing 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
Suspension Policy
- Please review the Card Suspension/Closure Policy to know what to expect.
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.
- Department/unit approval is required for UW Faculty and staff to apply for a ProCard.
- Regular verification of ProCard charges is required to maintain ProCard usage. Please see Suspension Policy above for further information.
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.
- eLearning Policy training can be found here
- How to Manage ProCard in Workday Job Aid will help with verifying transactions
- 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 in 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.
- To learn the approval process of the applications and request forms, please view the Connect Flow Chart.
If you have an questions please email procard@uw.edu
Academy (UWA) and SOM 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
- Complete the card application in the UW Connect Finance Portal. Do not submit until you have clicked into and read the User Agreement. Missing this requirement will add time to the process.
- The department ProCard approver must approve the application.
- The ProCard Office reviews and approves the application.
- An email notice will be sent to the cardholder, from UW Connect, after the card is ordered. Attached to your UW Connect REF will be instructions on how to activate your card after it arrives. The card will be mailed to the address on the application, typically 2-3 weeks after the card is ordered.
Step 3: After you receive your card, follow the Activation Instructions attached to your approved REF#application to:
- Activate your ProCard
- Set up alerts
- 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: Complete the application in UW Connect. Do not submit until you have clicked into and read the User Agreement. Missing this step will add time to the process. In the application use: default monthly limits ($20,000) and single purchase ($3,500), and provide the name of the reviewer and their UW Net ID
Step 7: An email notice will be sent to the cardholder, from UW Connect, after the card is ordered. Attached to your UW Connect REF will be instructions on how to activate the card after it arrives. The card will be mailed to the address on the application, typically 2-3 weeks after the card is ordered.
Step 8: Take the 2 DES (Department of Enterprise Services) trainings: EE WA Small Purchases and EE WA State Purchasing and Procurement Ethics
Step 9: After you receive your card, follow the Activation Instructions attached to your approved REF#/application to:
- Activate your ProCard
- Set up alerts
- Set up pin number
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 5-6 weeks before the end of the month your card expires to notify you to watch for your card in the mail and to pass the ProCard assessment in order to keep your renewal card open. If the 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 for UW Medicine/Harborview Medical Center. 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 refresher 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 email you with a reminder and a link to take the ProCard assessment. Note: if the assessment is not passed before the end of the month that your card expires in, then your renewal card will be suspended. 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 email you with a reminder of the renewal process. Note: if the assessment is not passed before the end of the month that your card expires in, then your renewal card will be suspended. 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