Guidelines for Use

All purchases must be made in compliance with University policies and procedures.

Compliance Reference Materials

Items requiring a Buyer's written pre-approval:

Due to contractual issues, University policy, compatibility, or tracking issues, cardholders must contact the appropriate Buyer first and receive written approval for an item prior to purchase.


Barbara Lewis x3068

  • Furniture: Desks, tables, bookcases, files, panels, etc.
  • Equipment & Accessories: Printers & scanners
  • Lounge Appliances: Refrigerator, microwave, etc.
  • Transportation Services: Aircraft, bus service, watercraft, etc.

Brenda Ancheta x3561

  • Decorative & Gift Items: Awards, flowers, pictures, etc.
  • Departmental Cell Phones/Wireless Devices
  • Food & beverages, unless with a non-restricted fund
  • Furniture: Desks, tables, bookcases, files, panels, etc.
  • Ink & toner cartridges, not under state contract
  • Office & related supplies, non-contract vendor

Susan Banton x2430

  • Computers
  • Computer & related accessories, hard drives, monitors, etc.
  • Hazardous materials, chemical and other items requiring MSDS
  • Software and upgrades
  • Service contacts, maintenance, repairs, website services, etc.

Purchasing Restrictions

Your PCard CANNOT be used to purchase the following items:

  • Purchases/services provided through University departments. You must contact the departments listed below for their services.
    • All printing, copying, graphics, and copying including book binding and copy machines, ext 3914
    • Facility Maintenance and Repair, ext 3749
    • Telecommunications, All telecomm, and data products, telephones, pre-paid phone cards and connection devices, contact ext 3600
    • Vehicles, to use University-owned vehicles for travel in the Northwest area, Motor Pool Office, ext 3413

Unacceptable PCard purchases include, but are not limited to:

  • Alcoholic beverages or liquor licenses, unless permitted by statute or rule
  • Gas/fuel for automobiles owned by the University
  • Gifts/donations
  • Pawn shops
  • Personal use items (purchases must be for the official use of the University)
  • Personal or Client Services: Independent contractors, performer, consultants, and speakers
  • Purchases between university internal departments, including WWU Bookstore
  • Split purchases to circumvent the single transaction limit
  • Used equipment must be evaluated by appraisal or market study

Blocked Merchant Category Codes (MCCs):

The following are a few of the items that are automatically restricted:

  • Cash advances
  • Travel related expenses: Airline tickets, hotels/lodging, travel agencies, and car rental
  • Transportation Services: Passenger rail, rental car, taxi, shuttle services, limousine services
  • 4829 Wire transfers – Money Orders
  • 6050 Electronic Cash Withdrawals
  • 6051 Non-Financial Institutions - Foreign Currency, Money Orders (not wire transfer), and Travelers Checks
  • 6211 Security Brokers/Dealers
  • 6760 Savings Bonds

For complete information on SAAM Chapter 45, Purchase Card Program refer to the Office of Financial Managment State Administrative & Accounting Manual (SAAM).

For additional questions regarding this information or the PCard, please contact the PCard Administrator at x2080.

Page Updated 12.10.2012