Procard

UNIVERSITY OF WASHINGTON
DEPARTMENT OF MEDICINE
DIVISION OF ALLERGY & INFECTIOUS DISEASES

DIVISION OF ALLERGY & INFECTIOUS DISEASES PROCARD POLICY:

THE PROCARD PROGRAM:

The University of Washington Procurement Card, hereafter referred to as a ProCard, is a Visa charge card for faculty and staff. Its function is confined to UW business purchases only; it is not for personal use. The ProCard Program is designed to:
            Expand purchasing options;
            Streamline the small dollar purchasing process;
            Reduce the number of requests for special checks; and
            Eliminate the need for personal funds (petty cash accounts).

See the Procard Program website for details pertaining to the University of Washington ProCard program and specific rules and regulations pertaining to the use of the ProCard.

http://www.washington.edu/admin/procard/index.htm

UW PROCARD RESTRICTIONS:
ProCards can only be used for official UW purchases. Use of the card for personal items is strictly forbidden. ProCards CANNOT be used for equipment over $2,000 or for travel expenses. Registration fees CAN be charged to a ProCard.

ProCard Users should read and understand the ProCard rules and regulations as well as attend a University of Washington ProCard Training Session prior to using the ProCard.

ALL Procard users Within the Division of Allergy and Infectious Diseases must be approved by the Division Administrator, Myrna Izidor.

            All ProCard Applications must be signed by the Division Administrator.
            All ProCard transactions within the Division must be approved online by the Division Administrator.

TO OBTAIN A PROCARD:
Complete a ProCard Application and send the original to Elizabeth Mounce at Box 356523. Applications can be obtained online – see Accessing Paymentech below. Application forms will not be processed without the signature of the budget manager for the default budget listed on the application form. Be sure to complete the bottom section of the form

            College/Department: Allergy & Infectious Diseases

            Budget Number: Provide the default budget number you wish to use (Must be approved by Budget Manager).

            Object Code: Most people use 05-99 for Supplies; 03-99 for Outside Services.

            Expected Maximum Monthly Usage: Give a reasonable estimate.

            Single Transaction Limit: $2,000

            Account Approver Name: Elizabeth Mounce   emounce                616-4168                 616-4898
                                                                                                 Email                                    Phone                                      FAX

            Coordinator Name: Elizabeth Mounce                616-4168

RECONCILERS:
Each unit within the Division of Allergy & Infectious Diseases should have a reconciler. The Reconciler’s name is listed on the Application Form. Transactions need to be reviewed by at least two individuals on a weekly basis. If the reconciler has a card, that individual needs to have their transactions reconciled by a secondary reconciler.

ACCESSING PAYMENTECH:
From the UW Homepage menu, click the Faculty & Staff link, click Purchasing, Equipment, Supplies, Services link, then click the UW Procurement Card Program link to arrive at the ProCard Homepage.

Or you can type in www.washington.edu/admin/procard/pay.html.

Connecting to Paymentech is an available option on the left side menu; this will take you to the UwnetID (email name and password) login page. Enter your email login and password information to gain access to the Paymentech website. To review transactions, click on “Payment NET” on the top left.

THREE LEVELS OF REVIEW:
Cardholder– Places orders, obtains documentation & reviews transactions
Reconciler – Reviews & approves transactions & keeps documentation
Approver – Reviews & approves transactions

INDIVIDUAL CARDHOLDER:
The cardholder is responsible for placing orders, providing total costs including shipping, ascertaining whether or not taxes are included, verifying receipt of goods/services, providing budget numbers, and providing documentation to the Reconciler.

The Cardholder is responsible for:
            Placing orders with vendors.
            Entering each transaction into a transaction log (include date, vendor, item, amount, tax, shipping costs,
            budget to charge, object code).
            Obtaining documentation for each transaction (receipt of goods/services, pricing, etc.).
            Providing this documentation to the Reconciler on a regular basis (preferably at the time of each transaction
            but at least weekly).
            Reviewing each transaction online and checking the “Reviewed” box for each transaction.
            Resolving disputes with the vendor.
            Keeping Reconciler informed of problems.

2. RECONCILER :
To protect the integrity of the ProCard Program, certain safeguards must be maintained. Transactions must be reviewed on a weekly basis to insure that all transactions are legitimate UW purchases. For each transaction the Reconciler must maintain supporting documentation for a minimum of 6 years after the payment is made. Supporting documentation includes the invoice or where no invoice is available, an email from the person making the purchase (email must include vendor, description of goods/services, date purchased, budget number, object code, the total amount, taxes, and description of what the item/s will be used for if not self-evident).

The Reconciler is responsible for:
            Reviewing each transaction online.
            Verifying that the transaction benefits the budget being charged.
            Verifying that the correct object code is used.
            Obtaining proper documentation and keeping it for a minimum of 6 years.
            Approving each transaction online.
            Emailing the Cardholder and the Approver whenever problems or concerns arise.

3. DIVISION APPROVAL:
Transactions will not be marked Approved online unless documentation (must have a copy of the receipt) has been received by Elizabeth Mounce. Purchases must have the “Approve Box” checked on the PaymentNet transaction screen.

The Approver is responsible for:
            Approving all Requests within the Division for ProCards.
            Approving each transaction.
            Emailing the Cardholder and/or Reconciler whenever problems or concerns arise.

STOLEN/LOST CARDS:
If the card or account number falls into the wrong hands, fraudulent transactions can be identified promptly by the weekly review procedure and reported immediately to Paymentech; to David Wright (UW Administrator); and then to the Myrna Izidor (Division Administrator).

            Please call 1-800-VISA-911
            Call David Wright: 206-616-7076
            Call Elizabeth Mounce 206-616-4168

DISPUTING TRANSACTIONS:
If the cardholder has an issue with any transaction, he/she should try to resolve it with the vendor if possible. Only after every effort to resolve the problem directly with the vendor and allowing sufficient time for resolution without success, should you click on the “Dispute” button on the Paymentech screen. You may select a reason for the dispute from the drop-down list on your screen. Type in any additional information concerning the dispute and click save.

To remove the dispute, you will need to call Paymentech’s Customer Service at 800-270-7760. (Clicking “Undo” to remove the dispute will not work.)

CANCELLATION OF CARD:
            Any misuse of a ProCard will result in its cancellation.
            Any personal use of a ProCard will result in its cancellation.
            Failure to provide required documentation to the reconciler will also result in cancellation of the card.
            Failure to respond to the Approver’s questions can also result in cancellation of the card.

GHOST ACCOUNT:
A Ghost Account is like a ProCard except it can only be used for Federal Express and can be shared by several individuals within a unit. The application process is the same as for the ProCard. Be sure to use the form that says, "GHOST ACCOUNT,” in the top right hand corner.

7/15/03