Frequently Asked Questions

ProCurement Card (ProCard)

Do I need a ProCard?
If you or your research group averages 5 purchases or more a month under $3300, you or one of the members of your group should consider applying for a ProCard.

If I don't need a Procard, who do I contact to make a purchase?
The Fiscal Specialist has a ProCard for those occasional purchases that fall under the $3300 limit.

How do I apply for a ProCard if needed?
The ProCard applications and instructions can be found at the UW ProCurement Card Services website.

What is required to be approved for a ProCard?
After you have completed the form, bring it to Jennifer Raines in room C-121 (the Physics/Astronomy main office) for Departmental approval. A Procurement Card training course is required before the Procard will be issued.

What can I buy or not buy on a ProCard?
Here are the most common concerns we see in Physics.

• Equipment over $2000 needs to be inventoried. Please see the Fiscal Specialist for inventory instructions.
• No travel expenses can be charged to the ProCard.
• Conference registration can be purchased on a ProCard.

More information will be included during the training course.

Who do I give the receipts and packing slips to?
The Fiscal Specialist is the Department Reconciler and should be given all receipts and packing slips promptly upon receipt of goods.

When is the documentation due for reconciliation?
The reconciling deadline varies from month to month but generally occurs on the first week of the month following the billing period. You will be notified by email when your paperwork is due.

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eProcurement

What is eProcurement?
eProcurement is the quickest, most convenient way to order online from many vendors contracted with the University of Washington. Please see the eProcurement website.

What can I purchase through eProcurement?
Anyone with a valid UW Net ID and password can view the online catalogues. A list of the vendors can be found on the eProcurement website on the right-hand side of the screen.

Here is the list of current vendors as of July 2009

• A. Daigger
• Arnold Dental Supply
• Bank & Office
• CDW Government
• Clark Security
• Dell Inc.
• Excel Gloves
• Fermentas
• Fisher Scientific
• GovConnection
• Grainger Industrial
• Invitrogen
• Office Depot
• Praxair
• Qiagen Inc.
• Sigma-Aldrich
• Tech Depot
• Troxell
• VWR

Why should I use eProcurement?
The University receives a discount from the vendors who contract through eProcurement.

Who should I contact to order supplies through eProcurement?
Michelle Hilliker can order supplies directly through eProcurement. You can also order your own supplies. Please see the Training Manual (pdf) and a Quick Reference Guide (pdf) for setting up your account.

Who do I give the source documents (receipts and packing slips) to?
The source documents should be given to the fiscal person who manages the charging budget.

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