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Procurement Cards

Procurement cards can streamline the purchasing process by offering a flexible and efficient means of handling transactions. However, they necessitate a robust framework of oversight to ensure adherence to the University of Washington’s Procurement Policies and the specific guidelines set by each department. These cards mustn’t be used to bypass established pre-approval procedures. Regular audits and meticulous record-keeping are essential for maintaining compliance and verifying the legitimacy of transactions. For those considering a procurement card, a detailed discussion with a unit administrator is imperative to fully understand the responsibilities and management overhead involved. This ensures that the convenience of procurement cards is balanced with the accountability required in their use.

Cardholders must verify transactions no less than weekly, with the option to postpone if goods are pending receipt. Essential documentation for verification includes:

  • A request or approval for purchases made on behalf of another.
  • The final invoice, which differs from a quote.
  • A packing slip or proof of receipt, not to be confused with a shipping confirmation.

For food-related expenses, additional documents are necessary:

  • A completed Food Form.
  • An attendee list, required even when using discretionary funds.
    • Tip: If it is an open invite for a larger event, an invitation or flyer can be used in lieu of an attendee list
  • A valid business justification.

Procurement Card Training Policies are found here.

5 Tips and Tricks for applying tax may be found here

Requesting a Procurement Card

When applying for a procard, requesters must include their administrator’s approval. All Procurement Card holders are required to take state DES training. No procurement card request will be approved without administrator approval.

Requesting a Limit Increase

All pro card holders should include their unit administrator’s (or their delegate’s) approval when requesting a pro card limit increase. All increase requests first route to the Shared Environment and then to Procurement card services for processing.