Unacceptable Use

Unacceptable use of Western's PCard include, but are not limited to:

 

• Gas/fuel for automobile owned by the University.
  
• 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.
  
• Used Equipment: must be evaluated by appraisal or market study.
  
• Cash advances
  
• Purchases in excess of the limits authorized for the card
  
• Gifts/donations
  
• Splitting purchases to circumvent the daily or monthly purchase limits on a card, or to avoid competitive bidding limits or purchasing authority limits
  
• Purchases between internal departments within an agency, unless prior written approval is received from OFM based on the requirements in Subsection 40.40.10
  
• Except as noted below, purchases between state agencies. For interagency payments, the preferred payment method is Inter-Agency Payment (IAP). Journal vouchers may also be used to transfer funds between state agencies. Refer to Subsection 85.36.20. Exceptions to this are as follows:
  
  • When prior written approval is received from OFM based on the requirements in Subsection 40.40.10; or,
    
  • When the paying and/or receiving account is a local account, and the receiving agency has agreed to accept the inter-agency purchase card payments. Refer to Subsection 45.10.40
    
• Prepayments unless otherwise authorized by statute or rule. Refer to Subsection 45.20.35
  
• Purchases from any merchant, product, or service normally considered to be inappropriate use of state funds, including, but not limited to:
  
  • Items for personal use
    Materials or services from any member of the card user's immediate family
    
  • Equipment, materials, services, or supplies restricted by state statues, rule, policies, procedures, guidelines or contractual agreements
    
  • Alcoholic beverages or liquor licenses, unless permitted by stature or rule

 

Your Purchasing Card CANNOT be used to purchase the following items:

Purchases/Services provided through University Departments, you must contact departments 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 telecommunication, 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.

 

Blocked Merchant Category Codes (MCC):

The following items are just a few items that are automatically restricted through the bank and transaction will decline:

• 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: http://www.ofm.wa.gov/policy/45.htm

For questions about the Purchasing P-Card Guidelines, contact the P-card Administrator, x2080.