Purchasing Card (PCard) Program

The WVC Procurement Card (PCard) is a Visa purchasing card available for faculty and staff, designed to reduce the use of small dollar purchasing using purchase orders, and eliminate the use of personal funds. PCard usage is restricted to WVC business purchases only, and may not be used for personal expenditures.

 

Requirements for Becoming a Cardholder:

All PCard users are:

• Required to abide by all Washington State Regulations & WVC purchasing policies and procedures when making purchases with the WVC PCard.
• All NEW Pcard applicants will be required to take the PCard Training once they receive their PCard, and then are required to take the training yearly after that.
• Subject to the State of Washington training requirements. 

 

New Card Application Process

    Eligibility

• WVC Faculty and Staff are eligible to apply for a PCard, with departmental budget authority for approval.

1. Request permission from your department budget authority for a PCard.
2. Have the department budget authority send an e-mail request to the purchasing department for a new PCard.

If the purchasing department approves the request for a new PCard, we will reach out to the applicant to gather some personal information. We will also request an in person appointment to go over the Purchasing and PCard policies and procedures.  

Monthly Reconciliation

It is the responsibility of the PCard holder to reconcile their PCard statements monthly.

• PCard Statements will be made available and can be accessed on the US Bank website on the first business day following the monthly closing date, which is typically the 26th. If the 26th falls on a weekend or holiday, statements will be sent on the next business day. PCard Holders are required to reconcile their statements.
• The deadline for reconciling transactions and uploading all supporting documentation is the first business day after receiving the statement. For example, if statements are received on the 26th, all documentation must be uploaded and reconciled in ctcLink by the 27th. A third late reconciliation will result in the temporary suspension of the PCard until retraining is completed.
• To ensure a smooth reconciliation process, it is recommended to reconcile transactions throughout the month as purchases are made. Transactions are updated in ctcLink daily and can be reconciled daily.
• Approvers must complete the approval of their staff’s transactions by the 30th of the month.
• To reconcile a transaction, a user must have the CT_F_A_CC_RECONCILER role

For your convenience, the most common Account Numbers are:

Full List of Account Codes to Legacy Sub-Object Codes Crosswalk

 

LOST CARDS

A lost, or stolen card must be reported immediately by calling U.S. Bank Corporate Payment Systems Customer Service at (800) 344-5696 and notifying the purchasing officer in the Business Office and the card custodian for your department.

 

FOLLOW WASHINGTON STATE PURCHASING REGULATIONS

See document: DES Use of Credit Cards to make Purchases for Goods and Services Policy No. FO.03.01

• The card does not replace the existing purchasing regulations, it is a tool to enable the purchasing process, and the use of a state contract that would normally apply is still applicable.
• The card may not be used to purchase equipment, materials, or supplies restricted by contractual agreements or policy.

 

PCARD LIMITS

Each card is set with a monthly limit and a single transaction limit. If these limits need to increase for special reasons, approval from your Signature Authority will be needed. Please call Sarah Nielsen to coordinate these types of situations.

 

PURCHASING LIMITS - Purchases that must be managed through the Business Office

• Capital Equipment acquisitions of $10,000 or more, including ALL furniture including chairs, shelving, etc., including tax, freight, and installation cannot be purchased with a P-CARD.
• Anything over $10,000 needs to go out for 3 bids unless there is a government contract.
• Anything $100,000 or over needs to go out for bid through the WEBS process.

 

EXAMPLES OF PURCHASES INTENDED FOR THIS PROGRAM

• Office Supplies
• Books
• Maintenance and Repair Materials
• Subscriptions (not recurring monthly or auto subscription)
• Conference Registrations (Travel Authorization required)
• Consumable Supplies

 

ITEMS THAT CANNOT BE PURCHASED USING A PCARD

• Advertisements/recruiting other than through community relations and human resources
• Alcohol
• Beverages/food
• Capital equipment (>$10,000/item)
• Cash advances
• Commencement or convocation expenses
• Computers/hardware/software/accessories only through our IT department
• Consultants/speakers/honorariums/performers/independent contractors
• Controlled substances (prescription drugs, narcotics, etc.)
• Deposits for rental of meeting facilities (lodging, etc.)
• Donations
• Entertainment costs - tickets, tours, etc.
• Equipment, including ALL office furniture, monitors, chairs, shelving
• Fines, late fees, or penalties/interest/finance charges
• Flowers
• Gases; compressed or liquid
• Live animals
• Lobbying costs
• Maintenance agreements
• Office furniture
• Personal purchases
• Split transactions (dividing purchase to avoid reaching single item or transaction limit)
• Telephones - cellular or desk
• Travel (lodging, restaurants, airline tickets, etc.)
• Vehicle rental
• No regularly recurring charges (subscriptions billed monthly/annually, etc.)

 

INVENTORY ITEMS

The following items need to be tagged and/or documented and put into our inventory, so they are not allowed to be purchased with PCARDs. All purchases of these items need to be made by the Business Office (or IT) so that inventory procedures can be followed.

• Computers
• Laptops and Notebook computers
• Tablets and iPads
• External Hard Drives
• Smart phones
• Optical Devices (Binoculars, Telescopes, Infrared Viewers, Rangefinders)
• Cameras and Projection Equipment
• Television Sets
• DVD and Blu-Ray players
• Video Cameras
• Microphones
• Microscopes
• Other “small and attractive" items

 

PURCHASE OF HARDWARE, SOFTWARE & ELECTRONICS

All purchases of hardware, software, and other electronic information resources (EIR) must be approved and purchased through the IT Department.  Please contact the IT Department if you need to purchase IT related goods or services.

 

DO NOT SPLIT TRANSACTIONS

Credit limits for the card as well as the State Purchasing limits will apply for individual and aggregate purchases, and split transactions (dividing purchases to avoid reaching a single purchase limit) are in violation of these procedures.

 

 MCC CODES

There are Merchant Category (MCC) restrictions on all PCARDs that specifically prevent the purchase of vehicle rentals, airline tickets, cash advances, and travel (lodging, restaurants, etc.). Please do not attempt to use the card for these types of purchases. Occasionally a purchase may not be approved. Contact the Business Office to see if the MCC code may be the problem and corrected if possible.

 

CARD CUSTODIAN RESPONSIBILITIES

If your department has a “check-out” PCard. The card custodian will ensure that employees using the card are aware of the limitations placed on its use, and will be responsible for the following procedures in controlling the use of the card:

• Keep the card in a locked, secure place, and treat it as cash.
• Obtain a completed Purchasing Card Purchase Authorization Form for each purchase.
• Maintain a check-out log to record the following information:
• Date/time of check-out.
• Description of purchase/approx. cost.
• Budget Account code.
• Check-in date and time.
• Check-in initialed by card custodian.

 

TAX STATUS

WVC is NOT tax exempt, so do not check any boxes or designate the purchase as being tax exempt. There are certain exceptions to items that are tax exempt, but they are limited. Contact the business office if you have any questions.

 

STATE TAX

If the vendor does not include sales tax in their transaction, you will add the tax as a "Use Tax" during the reconciliation process. The Washington state use tax rates are the same as the tax rates for the delivery location of the item ordered.

This full amount will hit the budget, so remember that when monitoring the budget.

 

CORPORATE ACCOUNT

WVC has corporate accounts with several vendors and the corporate account should be used when placing orders online, e.g.: Amazon.com and Office Depot. Card custodians should contact the purchasing officer to have their department's card registered with these accounts and get online access.

 

ALL DELIVERIES ARE TO BE MADE TO WENATCHEE OR OMAK CAMPUS RECEIVING

Under no circumstance should any delivery ever be made to your personal residence or location other than the college. By WA State law, we must confirm that all items have arrived on campus.

When receiving the goods, retain all boxes, containers, special packaging, packing slips, etc., until you are certain there is no problem with the order, and you are going to keep the goods. The purchaser is responsible for inspecting the goods upon arrival.

Wenatchee Valley College - RECEIVING Attention: Your Name 1307 Morris Street Wenatchee WA 98801

Wenatchee ValleyCollege - Omak RECEIVING Attention: Your Name 116 W. Apple Ave PO Box 2058 Omak, WA 98841

 

PCard Termination

The Business Office reserves the right to terminate a PCard at any time, if we determine the Cardholder is not using their PCard in accordance with Washington State Regulations and WVC Policies and Procedures.