Purchasing Tips & Info

A contract may be needed when the supplier requires a signature on an agreement for goods or services rendered. Only employees in the CAHNRS Business Center or Central Purchasing are able to sign on behalf of WSU. If you need more clarification on whether a contract is needed for your purchase, contact the CAHNRS Business Center Contracts at contracts.bc@wsu.edu. They can assist you with the contracts process if needed. Please plan ahead–it can take 60 days or more to set up a contract.

WSU provides options for Extension offices to receive online credit card payments.

Because there are lot of options and alternatives for accepting online credit card payments, the WSU Cougar Commerce Committee will help you determine what will work best for your office. They can even help you get it set up!

To get in contact with the Cougar Commerce Committee, fill out the Workday Service Desk – Commerce Intake Form. On the intake form, you’ll describe the type(s) of credit card transactions you’d like to process, and the committee will be in contact to help you develop a solution to fit your needs.

No, it is considered a restricted purchase to use a WSU purchasing card with a WSU merchant. If would like to pay another WSU department for a goods/services, complete the Interdepartmental Requisition and Invoice (IRI) PDF Form and send to EBOT for a signature. We will sign and send back to you so that you can send the IRI Form to the WSU supplier to make the purchase/payment. They will enter the IRI into Workday as an Internal Service Delivery (ISD) to process payment.

Departmental requisitions (reqs) are used to:

• Purchase goods and services by purchase order.
• Request review and signature of terms and conditions for placing an order.
• Make a tax-exempt purchase of machinery or equipment.
• Purchase capitalized equipment (over $5,000).
• Make a purchase above the direct-buy limit ($10,000 or more including tax)
• Purchase software that needs to be reviewed by WSU IT.
• Initiate acquisition of non-employee labor for services subject to prevailing wage law (e.g., carpentry, electrical, plumbing), unless Purchasing Services provides authorization for a policy exception.
• Request payment of an invoice for goods or services ordered without authorization by exception to policy (confirming requisition).

Travel or other expense-related reimbursements for non-employees and WSU employees can be submitted by completing the Expense Report Request on the CAHNRS Travel website. Any WSU employee may submit this form for a non-employee. You will need to have the following information to fill in the form:

• Receipt of purchase made.
• Funding work tag to pay for purchase.
• Name, address, email address, and contact phone number of non-employee.

No, fuel for WSU-owned vehicles is prohibited on a procurement card. (Note: fuel may be purchased for lawnmowers and other small equipment–ask EBOT if you’re not sure!)

WSU uses fuel card services provided by a fleet fuel card contract. Authorized university departments and personnel may use a university fuel credit card at major fuel supplier locations or electric vehicle charging stations that accept fleet fuel cards. View the WEX Cards tab for more information on the fuel card program.

Alcoholic beverages may be purchased with University funds if established University and State of Washington procedures are followed (see UPPM 10.19 for WSU’s Alcohol and Drug Policy, and UPPM 70.29 for Ordering Alcoholic Beverages).

Note: The Procurement Card Use Exception Request PDF Form is required to be completed and signed by the cardholder and CAHNRS Area Finance Officer (AFO) before the purchase is made.

Since the purchasing card transaction was for a non-WSU purchase, the purchase will need to be reimbursed by the cardholder with a personal check. Please follow the instructions below to submit the reimbursement and purchasing card transaction.

Open the purchasing card transaction in Workday and save for later so that you have a Workday PC# for the next step—you’ll come back to edit the transaction after the Deposit is done.

Deposit

1. The card holder will need to deposit a personal check payable to WSU for the amount of the expense.
   1. Make the deposit first using the method you normally would for checks that come into your office (i.e., take the deposit to your local bank, and then email the information to EBOT OR mail the check to the EBOT Manager, Keri LeForce, with the information for her to deposit at the cashiers office in Pullman.).
   2. When you send the deposit information to EBOT, provide the spend category of the purchasing card transaction, the Workday PC#, and note that the deposit is a recovery.
   3. Once EBOT has processed your deposit and/or recorded the cash sale in Workday, they will send you a copy to attach to the purchasing card transaction verification.

Verifying Transaction

1. Complete the Restricted Purchase Card Use PDF Form and have it signed by the cardholder and their supervisor.
2. Open the purchasing card transaction that was saved in draft mode.
   1. Attach the following documents to the purchasing card transaction:
      • Proof of deposit cash sale report received from EBOT.
      • The signed Restricted Procurement Card Use form.
      • Any receipts/documentation you have from the purchase on the purchasing card.
   2. Spend category and funding work tags need to match what was used on the Cash Sale deposit.
   3. Applicable Tax is marked as non-taxable.
   4. Explain in the comments section that it was a personal purchase and that documentation for reimbursement is attached.
   5. Submit transaction.

PayPal, Venmo, and Square are not recommended methods for receiving credit card payments.

TouchNet is the preferred method for WSU to receive credit card payments. See the E-Commerce page for more information.