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.


Buyers

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