Procurement Card Policy

Schools and departments may participate in the WSU Procurement Card Program, which is the preferred method of purchasing for departmental-level purchases below the micro-purchase threshold and direct buy limit, as applicable. Washington State University procurement cards are University-liability credit cards issued in the names of authorized, trained employees to purchase certain eligible goods and services in support of university business.

BPPM 70.08 Procurement Card is to be followed by the cardholder and/or Procurement Card Data Entry Specialist (PCDES) on all transactions that are placed on a WSU PCard.

  • Only eligible direct university business expenses may be charged to a procurement card; personal purchases are strictly prohibited.
  • All procurement card transactions must be supported by a detailed business purpose and by proof of purchase documentation.
  • Improper use of the procurement card, including use of the procurement card for personal purchases, may result in disciplinary action up to and including termination of employment.
  • Procurement cards may be suspended when policies and procedures are not followed.
  • Within 30 days of month end, the cardholder or PCDES is expected to have reviewed all the previous month’s charges or to have provided transaction notes explaining any delay in online review.

VCEA policy in addition to BPPM 70.08.

  • 1-60 days past Post Date of Transaction
    • These transactions are in compliance as the includes any transactions in the previous month that are waiting to be received or verified in Workday.
  • 61-90 days past Post Date of Transaction
    • To be in compliance with WSU policy, the PCDES must provide transaction notes explaining the delay in verification of the transaction.
      • The memo field on the transaction must have a comment explaining why the transaction has not been verified.
      • Once the comment is added save the transaction verification task.
    • 90-120 days past Post Date of Transaction
      • Add a second dated note in the memo field of the transaction verification task.
    • 120+ days past Post Date of Transaction
      • Memo to the Area Finance Officer (AFO) explaining why the transaction has not been verified must be provided.
      • If AFO approves the transaction to still not be verified, this approval must be attached to the transaction verification task in Workday.

The AFO holds the right to suspend any procurement card when the cardholder or PCDES has not been in compliance with this policy. To ensure proper notice is given, the AFO will provide monthly aging reports to the cardholder, PCDES, and their supervisors by the 10th of each month.

Questions?

If you have questions or concerns, please contact: