What do I do if I need a copy of a ProCard transaction invoice?
The ProCard office do not retain transaction invoices. Please contact the merchant and request for a copy of the invoice.
Is travel (airfare/per diem meals/lodging/rental cars) allowed on ProCard?
- No. Use a Travel card or personal card and request department reimbursement
- Contact ProCard or CTS administrator for exemptions
System Receiving for Orders
About Receiving
The receiving functionality in Workday provides campus users with a mechanism to ensure that items and services on orders are received. Invoices that require receiving will not pay to suppliers until the receiving is completed.
Best Practice: Have a written receiving procedure in place for your department.
How can I access my cell phone bill?
You can access your bill by logging onto the vendor’s website. A user login and password was provided to your department head. For further assistance in navigating through the cellular website, you may contact UW Information Technology, Business & Finance at 206-543-1997 or email help@uw.edu.
How do I order a cellular phone?
Cell phone orders shall be placed directly with the vendor via any of the wireless carrier’s websites. Our preferred vendors are AT&T and T-Mobile. Your department head has been given access to the wireless carrier’s website and should be able to grant access to you. Only a University of Washington Procurement Card (UW ProCard) may be used to place any orders for cell phones and cellular service.
Can ride share services be used for local transportation of visiting guests (grad students, employee candidates) to and from campus?
Yes, ride sharing services like Uber or Lyft, can be used for UW-related business purposes. Uber provides auto liability insurance for all registered drivers. The department can pay for ride sharing services with their ProCard.
To reimburse your guest who paid for Uber with their personal funds, please submit a Travel Expense Report
To reimburse a UW employee who used their personal funds to pay for Uber, also submit a Travel Expense Report
Is the PIN Optional when using the UW Individual Travel Card?
For any card that falls under company US01745 (UW Corporate Travel Accounts), the Pin is optional; it may not be requested at the point of sale. It is up to the merchant whether or not they require the Pin. It is an extra added layer of security.
How do I return funds that were left over on my field advance?
If you have funds that are remaining on the UW per diem debit card after you have reconciled (you must submit your receipts before returning funds), click on “Return Funds” and the field advance desk will unload the card. Do not withdraw cash.
If you have cash or a check to deposit, please email fieldadv@uw.edu for deposit materials and to assist with closing your field advance online.
Can I have more than one field advance?
Yes, a Custodian can have multiple field advances as long as they are not past due. Please make sure to keep track of your receipts by field advance, as receipts submitted that do not fit the timeframe of the advanced funds will not be accepted.
Is the UW per diem debit card reloadable?
Yes, the UW per diem debit card is reloadable. The cardholder should keep the card until the card expires for faster funding of future field advances.