Guidelines for Use

PCard

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

Compliance Reference Materials
blueline

Items requiring 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
blueline

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

Claire Chouaniere x6340

Computer & related accessories, hard drives, monitors, etc.

Dolapo Akinrinrade x2065

Hazardous materials, chemical and other items requiring MSDS
Software and upgrades

Susan Banton x2430

Computers
Service contacts, maintenance, repairs, website services, etc.

Your Purchasing Card (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 (MCC):

The following items are just a few that are automatically restricted through the bank:

Cash advance
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 transfer – Money Orders
6050 Electronic Cash Withdrawal
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 x2080.