Russell Labs Purchasing Card Policy and Expectations

Audience

• Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff

Overview

All purchasing card (also referred to as p-card or procard) holders are expected to be familiar with and comply with all purchasing card policies outlined in UW Policy UW-3013.

Maintaining an active purchasing card requires ongoing adherence to campus and CALS requirements, including completion of required annual training.

Below are the expectations for purchasing card holders supported by the Russell Labs Hub.

Lab/Unit-Level Roles and Responsibilities

To avoid disruptions to purchasing and ensure compliance:

• Labs are strongly encouraged to maintain a minimum of two active purchasing card holders.
• The PI/supervisor is responsible for ensuring that designated purchasing card holders complete required training and remain compliant with all applicable policies.
• Prior to an employee’s separation, the PI/supervisor must ensure all purchasing card transactions are fully reconciled at least 10 days before the termination date.
  • The PI/supervisor is responsible for providing supporting documentation, business justification, and any required materials for unreconciled or returned expense reports.

P-Card Deactivation (Training Lapse or Credit Limit Reduced to $1)

If a P-Card becomes inactive due to missed training or administrative action, the cardholder must complete all required campus and/or CALS steps before the card can be reactivated.

During any period of P-Card inactivity, the cardholder is expected to use alternative purchasing methods including:

1. Use ShopUW+ whenever possible.
2. Request that another active P-Card holder within the lab or unit make the purchase on their behalf.
3. Use personal funds and submit an expense report for reimbursement in Workday.

In these circumstances, Hub staff remain available to provide guidance; however, they are not available to complete purchases or reconcile transactions on a cardholder’s behalf when a P-Card is deactivated or has a reduced credit limit due to non-compliance.

Questions

Please contact your department’s financial specialist.