Sam Fox School Procurement Card (Procard) Policy

Updated 10/18/24

The Sam Fox School Procard Policy supplements the current Washington University Procard policies and Business Expense Policy noted below. Please familiarize yourself with these University policies.

WashU Policies

Procard Overview

University Procard Policies

Cardholder Responsibilities

Business Expense Policy

Expense Reports in Workday

Card holders are responsible for creating expense reports in Workday for each Procard transaction within 15 days of the transaction. Procurement cards will be suspended for cardholders with outstanding transactions more than 60 days. Sam Fox has the discretion to suspend or cancel any procards. Supervisors will be notified for repeat late offenders.

Documentation

Card holders must obtain acceptable supporting documentation at the point of sale, regardless of the amount. All returns and adjustment must be credited directly back to the procurement card.

All reimbursement receipts must contain these five pieces of information:

Name of merchant
Date of Transaction
Transaction details (what was purchased)
Total amount paid
Proof of payment (“paid via credit card”, etc)

Travel

For travel booked on a Procard, please add the travel dates and destination in the header of the expense report.

Social

For social and entertainment expenses with 12 or fewer people, you must list all names on the expense report. Thirteen or more people does not require everyone to be listed on the expense report.

Software Purchases

Allowed to use a Procard, but additional forms may be required. Please contact John Foughty prior to making software purchases on Procard.

Personal Expenses

Personal expenses purchased with the procurement card are unallowable. When entering an expense report with a personal expense, you must check the box noting it’s a personal expense. Personal items or services purchased in error must be repaid via personal check, cashier’s check, or money order made payable to Washington University and sent to Cash & Credit Operations at mail stop 1147-414-355.

Shipping

Purchases must be shipped directly to a WashU business address, with the following exceptions:

Faculty home office or studio supplies
Presentation or promotional items shipped from vendor to conference or event location
All other exceptions must get pre-approval from Meredith Gugger

Sales Tax

Washington University is exempt from Missouri sales tax. Missouri sales tax should not be paid on purchases made on behalf of the university. The university’s tax identification number is printed on the face of the card and must be brought to the attention of the merchant at the time of the purchase.

If charged Missouri sales tax, it must be broken out on the expense report into a separate expense item. Due to the university’s non-profit status, a sales tax exemption certificate for purchases made in other states may be available here: https://financialservices.wustl.edu/wfin-topic/tax-topics/paying-sales-use-tax/exemptions-in-other-states/

Limit Changes

All limit changes to the single transaction or monthly limit must be submitted by the cardholder in Workday. Please provide a detailed explanation in the comments section on why the increase is requested. Please note that the monthly limit resets on the 20^th of each month. If you need your current limits, please reach out to procard@wustl.edu.