Skip to main content
University of Washington UW W Logo Human Centered Design & Engineering Wordmark Logo

HCDE Intranet

Procurement Card

Procard Policy 

Faculty and staff who have a reasonable business need are eligible to obtain a UW Procurement Card (Procard). Examples of business needs include: 

  • Frequent purchases from non-Workday vendors for a research group or lab 
  • Being the primary purchaser for an entire research group or lab 
  • Regularly conducting field research where onsite purchasing may be necessary

The HCDE Administrator is the responsible official for the department’s Procard accounts. This includes approval of issuing cards, oversight of compliance and appropriate management, and terminating cards. 

Each Procard account holder is required to: 

  • Attend UW Procard training. 
  • Abide by all WA state and UW purchasing regulations. 
  • Actively respond to policy changes 
  • Comply with HCDE departmental requirements and deadlines

Procard Verification 

ProCard verification is a critical component of department internal controls to ensure that each ProCard transaction is reviewed by at least two people - the cardholder and the reviewer.  

All transactions should be verified weekly, if not daily.  

Accounting closes the Procurement books at the end of the day on the last business day of the month. All transactions not fully verified and fully approved will not show as posted in the month the transaction occurred. 

Verifying Procurement Card Transactions in Workday 

For step-by-step instructions on how to verify transactions, please refer to the UW Connect Finance demo (UW NetID access). 

You will receive a reminder to complete your ProCard verification about 3-7 business days from the accounting close date.  

Please include all the following: 

  • Itemized receipt(s) for purchase(s).  
  • Confirmation of receipt of goods such as signed packing slips or email verification. 
  • Business purpose.  
  • Supervisor/Faculty/PI approvals where applicable. 
  • Funding approvals where applicable. 

If you are having issues or need help, please contact hcdefiz@uw.edu. One of our team members will be happy to walk to you through the process in Workday. 

ProCard assignment is a privilege. Procard transactions must adhere to the Washington State procurement policy. The cardholder is liable for any misappropriation. The cardholder is also responsible for verifying every transaction prior to submitting for review by the department. This departmental policy supplements those in place by UW Procurement. 

Please help us to remain in compliance and minimize audit risk by verifying Procard transactions with supporting documentation in Workday on time.  

Procard Approval Flow 

  1. The ProCard holder reconciles their ProCard transaction in Workday and submits for approval.  
  2. Once Submitted, the ProCard transaction will route to the Procurement Data Entry Specialist for compliance review and approval. 
  3. If approved, the ProCard Transaction will route to the Cost Center Manager/Grant Manager for funding approval. Once approved, the transaction is complete. 

A visual of the directions applied

ProCard Filters 

When Workday inbox filters are not set up properly, this can delay the approval process as folks may not see transactions they need to act on. To assist with finding these transactions awaiting approvals in your inbox, we have written out the steps for two different ProCard filters. Determine if you are approving ProCard transaction as the Procurement Data Entry Specialist or Funding Manager (Cost Center Manager or Grant Manager), then follow the steps to set up the appropriate inbox filter.   

Approving ProCard transactions as the Procurement Data Entry Specialist  

  1. Type in the Workday search bar Create Inbox Filter  
  2. Description: ProCard Approvals - Procurement Data Entry Specialist (You can rename to your preferences)  
  3. Under View Definition, select Business Process Type(s): enter Procurement Card Transaction Verification Event 
  4. (+) Condition, and input the following values:    
    • And/Or: And   
    • Source External Field: Worker (icon with 4 circles)  
    • Relational Operator: any in the selection list   
    • Comparison Type: Value specified in this filter   
    • Comparison Value: [Insert name of ALL workers whose ProCards you are looking to approve]  e.g., John Smith, Mary Doe, etc.  

Additional Resources