All purchases must be made in compliance with University policies and procedures.
Compliance Reference Materials
- Purchasing Rules
- Office of Financial Management – SAAM Chapter 40.30
- Procurement FAQs
- Western Policies & Procedures, especially STN-U534801B & STN-U5348.01C
Acceptable Use
Acceptable use of Western’s PCard include:
- Goods and services for official state purposes purchased in person, by mail, by phone, or over the internet
- Purchases complying with all applicable state statutes, rules, policies, and procedures
- Purchases within spending and other limits established on the card, as established by the agency within the pre-determined agency aggregate limit
- Purchases between Washington State agencies, but only when:
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- The paying and/or receiving account is a local account (not a treasury, treasury trust, nor petty cash account); and
- The receiving agency agrees to accept the inter-agency purchase card payments. Receiving agencies have the right to refuse acceptance of purchase card payments from other state agencies.
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Allowable Purchases
Items:
- Advertisements
- Audiovisual items that are not taggable for inventory
- Books
- Conference registrations
- Lab supplies
- Memberships
- Music equipment & supplies
- Research tools and supplies
- Subscriptions: for a period not in excess of three years
Restricted Purchases
- The Pcard may not be used to pay other WWU departments. This includes e-market sites and the AS Bookstore.
- Many goods and services are restricted from purchase via the Pcard. Please review the list below and contact the appropriate person or area to discuss purchasing options or obtain written approval to use your Pcard. Note: written pre-approval must be maintained with your pcard receipts for audit purposes.
Good/Service | Contact for Pre-approval to use your Pcard |
Alcoholic Beverages or Liquor Licenses* | Not allowed on Pcard unless permitted by statute or rule |
All Printing, Copying, Graphics, and Copying (including Book Binding and Copy Machines) | Not allowed on Pcard; Please contact Print & Copy Services |
Capital Assets | Not allowed on Pcard; See policy: Managing and Safeguarding University Assets |
Cash Advances | Blocked |
Cell Phones | Lerin Swiackey |
Computer Related Accessories (Hard Drives, Monitors, etc) | Kellen Beam |
Computers | Kellen Beam |
Decorative & Gift Items (Awards, Flowers, Pictures, etc)* | Purchasing Dept x3340 |
Departmental Cell Phones/Wireless Devices | Lerin Swiackey |
Donations | Not allowed on Pcard |
Electronic Cash Withdrawals (6050) | Not allowed on Pcard – Transactions will be blocked |
Equipment & Accessories | Purchasing Dept x3340 |
Facility Maintenance and Repair | Not allowed on Pcard; Please contact Facilities Management x3497 |
Food & beverages* | Purchasing Dept x3340 |
Furniture: Desks, tables, bookcases, files, panels, etc. | Karen McKinnon |
Gas/fuel for automobiles owned by the University | Not allowed on Pcard |
Gifts* | Not allowed on Pcard |
Hazardous Materials, Chemicals, and other items requiring Material Safety Data Sheet | Restricted; Please contact Environmental Health & Safety |
Ink & Toner Cartridges, not under state contract | Purchasing Dept x3340 |
Inventoriable Assets | Not allowed on Pcard; See policy: Managing and Safeguarding University Assets |
Lounge Appliances (Refrigerator, Microwave, etc) | Purchasing Dept x3340 |
Maintenance & Repairs for Buildings & Grounds | Not allowed on Pcard; Please contact Facilities Management x3497 |
Maintenance & Repairs for Equipment | Purchasing Dept x3340 |
Non-Financial Institutions – Foreign Currency, Money Orders, and Travelers Checks (6051) | Not allowed on Pcard – Transactions will be blocked |
Office & Related Supplies, non-contract vendor | Purchasing Dept x3340 |
Pawn shops | Not allowed on Pcard |
Personal or Client Services (including: Independent Contractors, Performers, Consultants, and Speakers) | Not allowed on Pcard |
Personal use items – All purchases must be for the official use of the University | Not allowed on Pcard |
Printers & Scanners | Kellen Beam |
Purchases between university internal departments, including WWU Bookstore | Not allowed on Pcard |
Services provided by other WWU departments | Not allowed on Pcard; Please contact those department to discuss Journal Voucher payment method |
Savings Bonds (6760) | Not allowed on Pcard – Transactions will be blocked |
Security Brokers/Dealers (6211) | Not allowed on Pcard – Transactions will be blocked |
Service Contracts, Maintenance, Repairs, Website Services, etc | Purchasing Dept x3340 |
Small and Attractive Assets | Not allowed on Pcard; See policy: Managing and Safeguarding University Assets |
Software and upgrades | Software Services |
Split purchases to circumvent the single transaction limit | Not allowed on Pcard |
Taggable Inventory (See Account Code Page for definition) | Not allowed on Pcard; See policy: Managing and Safeguarding University Assets |
Telecommunications, Telecomm and Data Products, Telephones (except Cell Phones), Pre-paid Phone Cards and Connection Devices | May not be allowed on Pcard; Please contact Enterprise Infrastructure Services x3600 |
Transportation Services – Charters (Aircraft, Bus Service, Watercraft, etc) | Purchasing Dept x3340 |
Transport Services – Moving Goods | Not allowed on Pcard; Please contact Campus Logistics Operations x3546 |
Travel Related Expenses (Airline Tickets, Hotels/Lodging, Travel Agencies, Car Rental, etc) | Allowed on the Onecard or Travel Pcard only; on a regular Pcard the transaction will be blocked |
Used Equipment (must be evaluated by appraisal or market study) | Purchasing Dept x3340 |
Wire Transfers – Money Orders (4829) | Not allowed on Pcard – Transactions will be blocked |
*Denotes items that may be allowed on the Pcard if Foundation or Alumni funding will be used for the entire charge