Procurement Card

1. Talk with your supervisor about your request and get their verbal approval to apply.
2. Contact your unit Admin Manager to discuss card limits (daily, monthly, transactional).
3. Apply for card using this link: JP Morgan WSU Pcard Application.
4. Complete the required Pcard training in Percipio:
   1. Procurement Card: New Cardholders Percipio course.
   2. Workday Procurement: Verify Procurement Card Transaction Percipio course.
   3. WA State Purchasing and Procurement Ethics Percipio course.
   4. WA State Small Purchases Percipio course.
5. The Pcard Help Desk will contact CAHNRS for written approval to allow you to receive a pcard.
6. The Pcard Help Desk will reach out to you when they receive your new pcard – you can pick it up in person from Pullman, or they can mail it to your location

1. Search “Verify Procurement Card Transactions” to view new transactions in Workday.
   1. Search “Verify Procurement Card Transactions for Worker” and enter the name of the cardholder to verify for another employee.
   2. Search “My Procurement Card Transaction Verifications” to view transactions in draft status/already started.

2. From the list of transactions, click one checkbox at a time to verify and click OK.
3. In the top section of the transaction, complete the following:
   1. Enter the Supplier.
   2. Check Sales Tax Collected box if there is tax on the receipt.
4. In the line items section of the transactions, complete the following:
   1. Enter a Line Item Description that briefly describes the purchase.
   2. Enter an appropriate spend category (see list of spend categories below).
   3. Tax Applicability:
      1. If tax was charged: Procurement Card Tax Paid to Supplier – enter a city Tax Code.
      2. If tax wasn’t charged and the items are not taxable: Select Non-taxable – NO city Tax Code needed.
      3. If tax wasn’t charged and the items are taxable: Select Taxable – enter a city Tax Code.
   4. Extended Amount: grand total amount of purchase.
   5. Enter a Program, Gift, or Grant funding work tag.
   6. Cost Center, Fund, Function, Region, and Additional Worktags will autofill.
5. Attach itemized receipt as a PDF document.

• SC00038 – Office Supplies (i.e., pens, notepads, tape)
• SC00039 – Computer Equipment Non-Inventoried (i.e., keyboard, mouse, cables)
• SC00041 – Supplies and Materials (i.e., class or workshop supplies, books, etc.)
• SC00118 – Other Purchased Services (i.e., lab analysis, other services that don’t fit any other spend categories)
• SC00254 – Trackable Laptops, Tablets, Notebooks – generates a WSU asset inventory tag
• SC00422 – Credit Card Fraudulent Charge Debit/Credit – use to verify fraudulent transactions and dispute credits

When planning to serve food as a light refreshment or meals use the Request to Serve Food (RTSF) PDF Form (RTSF) and provide a list of attendees (see UPPM 70.31). It is required that the form be signed by the meeting coordinator and the unit director (see list of directors). The RTSF form is required if using program or grant funding. If using gift funding only the list of attendees is required.

This form is to be signed and dated five days before the event. Both of these documents are required to be attached to any food transaction purchased with a procurement card.

Unit Director List

• ANR – Todd Murray (interim)
• Master Gardeners – Jennifer Marquis
• 4-H – Kayla Wells-Yoakum
• CED/DGSS – Christina Sanders
• Y&F/EFNEP – Missy McElprang

WSU’s gift card policy can be found primarily in UPPM 70.44.

The following forms are needed for gift card purchases:

• Gift Card Exception Request PDF Form – signed by the cardholder and CAHNRS Area Finance Offer (AFO) BEFORE the purchase is made. Email the form to the CAHNRS Business Center at purchasing.bc@wsu.edu for the AFO to sign.
• Gift Card Distribution Log PDF Form – must be completed as each gift card is distributed.
• Substitute W-9 PDF Form – used for single gift card amounts over $50.

Verifying Gift Card Purchase Transactions in Workday

Below are the documents and steps needed to verify a pcard transaction for a gift card purchase in Workday:

1. Attach the Gift Card Exception Request Form
   • This form must be signed BEFORE the purchase is made.
   • If the Gift Card Exception Request was not signed before the purchase was made, the Restricted Purchase Card Use PDF Form will need to be attached to the pcard transaction verification in Workday as well.
2. Attach the Gift Card Distribution Log
   • A line must be completed for each gift card recipient.
   • If the Distribution Log contains minors’ names, make a note in the comments section of the pcard transaction in Workday that the log contains minors’ names and is being stored securely on file in your office.
   • Keep the Distribution Log securely on file in your office.
3. If the gift card is over $50, have each gift card recipient complete a Substitute W-9 PDF Form
   • DO NOT attach any Substitute W-9s to the pcard transaction!
   • Make a note in the comments section of the pcard transaction that the Substitute W-9 form are securely on file in your office.
   • Keep the Substitute W-9s securely on file in your office.

Note

For single amounts over $50, the department must collect the recipient’s name, social security number, street address, and the date of payment. Use a Substitute W-9 Form to collect this information.

Any paperwork accompanying a gift card purchase that contains SSNs should not be attached in Workday. Instead, leave a note or comment that the information is on file in the department. It is the department’s responsibility to keep this information on file.

All forms requiring an Area Finance Officer (AFO) signature are signed by CAHNRS AFO, Esther Kruse. To obtain Esther’s signature, email the completed form to the CAHNRS Business Center at purchasing.bc@wsu.edu. They will return the form to you after it’s signed by the AFO, so that you can attach it to your pcard verification in Workday. See Procurement Card Forms for a list of the forms that may be needed when verifying pcard transactions.

The following reports can be found in Workday using the search bar.

• Verify Procurement Card Transactions
  View new transactions in Workday on your own pcard.
• Verify Procurement Card Transactions for Worker
  View new transactions for cardholders in your office that you verify for.
• My Procurement Card Transaction Verifications
  View draft transactions for your own pcard, or cardholders in your office that you verify for.