Purchasing

(Contact Megan Welker, megan.welker@wsu.edu for pcard questions and Kevin Rimes, kevin.rimes@wsu.edu, for all other purchasing inquiries)

• NEW purchasing card guidelines (pdf) for Workday implementation.
  • coding sticker v2024 (docx) full sheet: H 2.33″ x W 3.38″ (Word doc)
  • coding sticker small image v2024 (pdf)
• WEN TFREC Purchasing Process v5 5.27.25 (pdf)
• University Policy and Procedures Manual (UPPM): PCard 70.08 (link)
• Having problems viewing the Percipio training course? You may need to adjust your browser settings. View instructions here (link).
• SOP for Ordering Large Equipment (NEW)(pdf)
• State Contracts (link)
• Freight/Large Package Delivery Process (rev 9.26.22) (pdf)
• Purchasing software, data storage or computers/tablets that will be connected to our network:
  • CAHNRS Information Technology (CIT) draft purchasing policy (pdf)
  • TFREC Summary of CIT purchasing policy (pdf)
• REMEMBER: Do not use your P card for Paypal purchases or for purchases with other WSU departments. Contact Megan Welker if you have questions.

Wex Fuel Cards

Fuel cards are to be used in WSU vehicles only. There is a generic fuel card at the front desk that can be checked out. The generic fuel card is first come, first serve. See the Wex card procedures here (pdf)

• Fuel Cards should not be stored or left in unoccupied vehicles, but should be locked up in a WSU desk/file cabinet or carried in a bag or wallet during travel.
• If any WSU Fuel Card is Lost or Stolen, immediately contact card programs by email at purchasing.card@wsu.edu with information about the Fuel Card, so it can be blocked. If email is not accessible, please call 509-335-2032 or 509-335-2034.
• Contact Megan at the Front Desk and let her know which card is lost, so she can follow up with Purchasing Services.
• Make sure to send Megan your fuel receipts. This will allow her to see if there are fraud charges on your card.

Forms

• Affidavit of Lost Receipt (pdf)
• Purchasing Card Temporary Delegation (pdf)
• Purchasing Card Check-Out Log (pdf)
• Request for Federal Excess Property (pdf)
• Serving food and beverages at WSU events
  • If you plan to serve food or beverages at your WSU sponsored event and will be using WSU funds to pay for them, you are required to complete a Request to Serve Food form (pdf) PRIOR to your event. Submit this form to Megan to route for signatures. The fillable PDF version (link) of the form can also be used but requires log in with your WSU credentials.