Procurement Cards

• Principal investigators (PIs) are responsible for purchasing goods and services which are allowable under the terms of applicable grants or contracts.
• Cardholders must obtain authorization from PIs before making purchases on accounts supported by grants or contracts.

Use of the Procurement Card is Restricted for certain goods and services:

Alcohol & Beverages	Contracts
Equipment & Furnishings	Gifts/Contributions
Internal WSU Departments	Restricted Materials
Restricted Payment Types	Restricted Services
Travel

For additional details and instructions, consult the Procurement Card Business Policies and Procedures Manual (BPPM 70.08)

• Exceptions to restriction policies may be requested in advance of purchasing these goods or services and may be granted on a case-by-case basis.

For additional Information, consult the Exception Request Process in the Procurement Card BPPM section 70.08.

To place an order, present the card to the supplier or enter the procurement card information into the supplier website. Inform the supplier that the purchase is for Washington State University and request that the supplier include applicable discounts.

Request that the supplier send an e-mailed invoice showing zero balance due.

Provide the supplier with the following BILLING ADDRESS for all procurement card transactions:

Washington State University
Purchasing SRVCS
P.O. Box 641020
Pullman, WA 99164-1020

SHIPPING INSTRUCTIONS

Encourage the supplier to ship the material in accordance with University and Campus shipping procedures and discount contracts. See BPPM 80.28.

Provide a complete shipping address, including name, department, building, and room number. Use the street location of the campus central receiving department, if available.

For orders shipped or mailed to a WSU Pullman department, instruct the vendor to include:

• a departmental attention name
• the name of the department, and
• the location of the department (building and/or campus zip).

See the label template below for WSU Pullman.

When departmental delivery information is not on the shipping label, Central Receiving and Delivery attempts to determine the identity of the recipient. If the identity is not determined, Central Receiving and Delivery may return the package to the supplier.

Each purchase must be supported by:

• Documentation of purchase authorization – if not approved in Workday or a departmental authorization system, email communications authorizing the purchase should be retained and attached to the PCard transaction verification in Workday.
• Itemized documentation of purchase (e.g., receipt, invoice, packing slip) from the supplier.
• Digital or web/e-mail receipt or invoice is acceptable.

Upload all relevant documentation into the Workday transaction verification attachments section.

The itemized documentation of purchase should include each of the following:

• Supplier’s name
• Unit prices
• Itemized description of goods or services purchased
• Total amount of purchase
• Date of purchase

If the receipt includes the total purchase amount only, attach a detailed packing slip or detailed invoice, to the receipt.

NOTE: Instruct the supplier to send the itemized documentation of purchase directly to the department by e-mail – not to Accounts Payable.

Missing Documentation

If the cardholder or delegated user fails to request and retain the merchant-provided receipt or invoice, every effort should be made to obtain replacement documentation.

If unsuccessful, the purchaser must complete and sign an Affidavit of Lost Receipt * The supervisor of the cardholder or delegated purchaser must also sign the affidavit.

* Use of the Affidavit of Lost Receipt is not best practice, should rarely occur, and will result in closer scrutiny and increased audit of purchasing activities.

Either the cardholder or the PCDES must attach the signed affidavit in the attachments section of the Workday transaction verification. The Affidavit of Lost Receipt form is available in the Forms box at the top of the Procurement Card BPPM section 70.08 or in PDF format on the PR&F website.

The cardholder may allow another departmental employee to check out the procurement card for an individual transaction by completing the following steps:

• Training the delegate,  
• Documenting the delegation, and  
• Obtaining the purchase documentation.

For additional information, requirements, and documentation instructions, see the Procurement Card BPPM 70.08.

The cardholder is responsible for confirming receipt of the shipment and determining whether the supplier accurately filled the order.

See BPPM 70.14 for information regarding damaged shipments and returning merchandise.

Consult the Procurement Card Business Policies and Procedures Manual section 70.08 for information on special processes:

Discrepancies	Disputes
Food & Light Refreshments	Fraud
Returns	Small Equipment Purchases
Split Coding	Transaction Verification

The cardholder is responsible for keeping cards in a locked drawer or security box when not in use (whether in office or remote). 

Note: Please do not make a habit of carrying the PCard in your wallet – this frequently causes accidental personal purchases to be made on the PCard.

• Lost, Stolen, Misplaced
• Immediately report lost, stolen, misplaced, or hacked cards to the issuing bank’s 24-hour customer service department at 800-316-6056.

NOTE: If access to the BPPM or this website is not available, the customer service telephone number is located on the back of the card and on the documents that accompany your card upon receipt.
  

When you call JPMC, please be prepared to give the JPMorgan Chase representative your 3 passcodes:

1. Last 4 of WSU ID# (they will ask for last 4 of SS#)
2. 1^st 3 letters of last name followed by “1”
3. DOB _ _ / _ _ / _ _ _ _

If the automated answering system asks you to enter your full credit card number and you either do not have the number or are not comfortable entering the full number, simply enter # following each request for the number and you will be routed to a representative.

• Immediately after contacting the issuing bank, report lost, stolen, misplaced, or hacked cards to Payment Services—Card Programs by e-mail to: purchasing.card@wsu.edu or telephone 509-335-2032 or 2034 .
    
• Notify your supervisor and/or AFO.

The cardholder or PCDES:

• Monitors the missing card’s transaction details using Workday  
• Identifies any unauthorized charges  
• Notifies the issuing bank or Payment Services – Card Programs if any charges are fraudulent.

The following actions violate University policy:

• Purchasing prohibited items with a procurement card or making purchases from prohibited classes of vendors. (See the list under Prohibited Purchases in the BPPM 70.08)
• Failure to verify procurement card transactions in a timely manner, as required.
• Failure to attach complete documentation of purchases in Workday.
• Failure to safeguard and properly monitor the locations of procurement cards.

• Compliance Review / Audit

All transaction records are subject to review or audit by:

• The departmental approving PCDES, supervisor, manager, and/or AFO 
• Payment Services – Card Programs personnel
• Purchasing Services personnel  
• Information Technology Services Chief Security Officer (e.g., PCI Compliance, Integration SOX Compliance, etc.)  
• Staff of the Office of Internal Audit  
• State of Washington Auditors  
• Other auditors (e.g., federal auditors)

NOTE: All procurement card activities are public record.

• Records Retention

Procurement card records must be retained in Workday for six years following the end of the fiscal year in which the transactions are made. (See BPPM 90.01 for more information regarding records retention requirements.)

• Consequences of Policy Violation

The University may take any or all of the following actions for violations of University procurement card policies:

• Payment Services – Card Programs may issue a written warning to the cardholder or PCDES.
• Payment Services – Card Programs may issue copies of written warnings to the responsible department chair or to the Office of Internal Audit.
• Payment Services – Card Programs may suspend or cancel the card.  If an employee’s Procurement Card is cancelled due to policy violation, access to other University cards may be cancelled and/or denied.
• Payment Services – Card Programs may require that the cardholder or the PCDES receive additional training before a card is reinstated or reissued.
• Payment Services – Card Programs or the responsible department may report the violation to the appropriate vice president and/or the Office of Internal Audit.
• The University may take disciplinary action against the employee. See BPPM 60.50.
• The University may pursue employee termination or criminal prosecution.
• The University may take appropriate recovery actions as permitted by law.

The cardholder may be held responsible for the repayment of all fees associated with the usage of the Card, including repayment of fees and penalties associated with unauthorized use of the Card or Program.

The procurement card remains active and may be used throughout the month of expiration. Replacement cards are automatically created by the issuing bank and shipped to Payment Services – Card Programs well in advance of the card’s expiration date.

• Replacing or Receiving a Card
• Prior to the expiration date listed on the front of the card, or In case of fraud, lost or stolen card, or name change, the issuing bank automatically creates a replacement card.
• The bank sends the new credit card to Card Programs.
• Card Programs receives the reissued card and notifies the cardholder by email:
  • Cards may be picked up in Payment Services – Card Programs; French Administration Building 240 K. Photo ID is required for in-person pickup by the cardholder or their “runner”.
  • Alternate delivery of Cards may be arranged with Card Programs, upon receipt of emailed instructions from the cardholder’s official WSU email account including:
    • Full USPS mailing address for branch campus or remote location delivery
    • Rush delivery by “USPS Priority Mail Express” is available (Next-Day to 2-Day Guaranteed Delivery). Cardholder or department must provide funding source if requesting Priority Mail Express
• The cardholder is responsible for destroying any card for which the issuing bank has sent a replacement.

NOTE: If a procurement card is not used for 12 consecutive months prior to expiration, the issuing bank places the account on hold due to lack of activity and issues no replacement card. Contact the WSU procurement card manager or specialist for assistance, if applicable.