Important

  • The default ProCard single transaction limit is $3,500 and the monthly limit is $20,000.

  • Allowable and Unallowable Expenditure questions: Contact procard@uw.edu

  • If purchasing exceeds the single transaction limit (default $3,500) or monthly limit, submit a Card Limit Increase Form in Ariba.

 

Topics                             

PaymentNet

ProCard Cycle

 Calendar   
Card Security; Cancelling a ProCard Retention
Lost or Stolen Cards  Disputes Fraud 

 

JPMC Online Card Management 

PaymentNet is the online system for reviewing transactions and allocating charges to appropriate budget and object codes. 

A how-to guide can be found on the tutorials page.

 

ProCard Cycle

The ProCard/PaymentNet accounting cycle starts from the 2nd business day of the month through the 1st business day of the following month. ProCard transactions posted in PaymentNet in that period will post to MyFD after the payment deadline, usually appearing on the 7th business day of the following month.

  • ProCard monthly transaction limit resets on the 2nd business day of each month.

 

ProCard Reconciliation Calendar

Click here for the calendar for Fiscal year 2023.

 

PaymentNet Transaction Retention

JPMorgan Chase archives PaymentNet transaction data older than 2 years. Archiving affects your ability to research transactions on PaymentNet older than 24 months. Departments must download the UW transaction detail report on a monthly basis for documentation purposes.

Archived data will not be lost. If you need archived data you will need to request it through the ProCard Office at procard@uw.edu. It may take up to 30 days to receive the data and JPMorgan Chase will assess a cost for retrieval.

The JP Morgan Chase statement is not required for retention, but is optional.

If you have any questions or concerns please contact the ProCard Office at procard@uw.edu.

 

Card Security

The ProCard should be treated with the same security as a personal credit card:

  • Keep the card secure: keep it with you or lock it in a secure place
  • The ProCard should be used only by the person to whom the card is issued (the cardholder) and should not be shared or lent to other staff. 
  • Do not write any portion of the ProCard number down or share the number with others.
  • Only use reputable vendors
  • Do not give the ProCard number to a merchant to "keep on file". Sending copies of the front and back of your ProCard to vendors with whom you are doing business is discouraged. This practice opens a greater window of opportunity for fraudulent activity to be placed on the card.
  • Beware of requests for credit card information - These are email scams that can be very convincing as they attempt to extract account information from the recipient. Never reply to these email 'phishing scams'.

  • Please contact ProCard Office at procard@uw.edu if you ever have any questions or concerns regarding a suspicious email or phone call.

  • If you need to have your PaymentNet password reset, send an email request to procard@uw.edu. 

 

Cancelling a ProCard

When a cardholder leaves the UW, transfers department or the card is no longer needed, it is necessary to email all cancellation requests to procard@uw.edu. The card and viewing access will be cancelled but it is the cardholder's responsibility to destroy and dispose of the card.

 

Lost, Stolen or Compromised Cards

Lost, stolen or compromised cards must be reported immediately to JP Morgan Chase. Then email the ProCard Office at procard@uw.edu validating the lost or stolen card has been reported to JPMC.

  • Inside the U.S.: 1-800-270-7760 
  • International/Canada: 1-847-488-4441

 

Disputes

Dispute transactions are typically from suppliers you recognize. However, you do not permit the charge as it stands AND you first work with the supplier to rectify the situation.

Some examples of disputed transactions that could post to your account:

  • Supplier did not charge the correct price
  • Supplier did not ship the correct product
  • Supplier mischarged your account

Before claiming a transaction is in dispute, the cardholder must first work with the supplier to correct the charge/provide credit. If the supplier does not correct the charge, then the Dispute button in PaymentNet is selected to notify JPMC assistance is requested to resolve the matter with the supplier.

The ProCard office can be reached at procard@uw.edu for guidance.

 

Fraud

Card fraud is the unauthorized use, or attempted use of a payment card. If you suspect fraud on your ProCard, immediately contact JPMC to report fraud and follow up with an email to procard@uw.edu. JPMC will immediately close your account and create a new account. The new card will be mailed to the ProCard office and then forwarded to the UW mailbox listed in PaymentNet.