Procurement Card

How do I obtain a WMU procurement card?
How do I report a lost or stolen card?
If your procurement card is lost or stolen, contact the procurement card administrator at (269) 387-2154 (8 a.m.–5 p.m.) or Bank of America at (888) 449-2273 after hours.

If the card is issued on a grant/contract you will need to also contact grants & contracts at (269) 387-4707. Your card will automatically be deactivated and a replacement card will be mailed to Payroll and Disbursements within two weeks. You will be contacted when your replacement card has arrived.

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What if an employee terminates?
The card is University property. If an employee terminates employment, an email must be sent to the procurement card administrator. Employees transferring to another department must contact the procurement card administrator to re-apply for a new card.

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What is the time frame to see my charges in the Works system?
It typically takes two to three business days for your charges to be seen in the system. If your purchase is done on a Friday, Saturday, or Sunday, your charges will be seen by Tuesday.

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I am not able to allocate my transactions.
Please refer to the User Guide that lists instructions along with visual aid to assist in allocating funds. The section is Allocating Transactions of the guide.

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I don’t get statements anymore, do I still have to reconcile?
Yes you do.

Review the Reconciliation and Approvals Section of the Procurement Card Policy and Procedure Manual. Instructions on locating the monthly statement is found in the User Guide section Monthly Statements.

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I see a charge I did not authorize, what do I do?
Before disputing a transaction online or with the bank you should attempt to resolve the disputed transaction with the merchant.

If unsuccessful,
  1. Log in to the Works system and select the transaction you did not authorize
  2. Click on the DISPUTE button on the second half of the screen towards the left.
  3. In the following popup window select the reason you are disputing the transaction.


The dispute process is explained in the User Guide section Disputed Transactions.

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Do I need preapproval for gift card purchases?
Yes, preapproval for gift card purchases is required. Include preapprovals with purchasing documentation. Gift card purchases can be made with the procurement card. Gift cards must be treated as cash and kept in a secure location http://www.wmich.edu/payroll/forms.html

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I need more funds available to make a purchase. How do I go about increasing my limit?
Have your supervisor/manager email the procurement card administrator explaining the reason for the increase and if it is a temporary or permanent change. The change is immediate so you will not have to wait for the change.

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My card is getting declined. What should I do?
Contact the procurement card administrator to inquire the reason for the decline. Potential decline reasons:
Lack of funds
  • Can request an increase in limit

  • Vendor not in the allowed MCC (Merchant Category Code) group
  • Email procurement card administrator reason for purchase, who the vendor is, and time period necessary to allow the purchase be applied to your account. You would need to ask the vendor the length of time to process a payment.

  • >Vendor or yourself entered the wrong card information
  • Make sure you enter the card number, expiration date, security number in the back correctly.
  • Make sure if you are supplying your address, you enter the correct address. Confirm your address in the Works system under View Card Information.

  • Card is closed/canceled
  • Contact the procurement card administrator to inquire and explain.

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    Will there be reminders for month end procedures?
    Yes, you will receive emails from the Works system from the procurement card administrator. The email will state action that is required of you as the cardholder. Reminder emails are sent three days prior to month end and the last day of the billing cycle.

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    I am locked out from the system! What do I do?
    Click on the FORGOT PASSWORD link. Supply your wmich email and you will be emailed a reset password email from the Works system. If you do not remember or recognize your security questions, contact the procurement card administrator advising the need for a new password. One will be set for you at that time.

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    I don’t see the fund and cost centers I use. How do I request them?
    Email the procurement card administrator listing the fund and cost centers you want. Make sure to list the department you are in, what fund and cost centers you need to see, and any descriptions associated with the fund and cost centers.

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    How do I sign off on my monthly transactions?
    On a monthly basis you are required to sign off on all of your transactions. You must review and make sure your expense is allocated to the proper fund and cost center. You can select one transaction at a time or all at once by selecting the SPLIT VIEW or TABLE VIEW. Once you have selected your transactions you may click on the yellow SIGN OFF button at the bottom right hand side. You may also add comments at this time.

    The detailed instructions are found in the User Guide section Transaction Sign-Off.

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    Auxiliary Enterprises, Western Michigan University
    Phone: (269) 387-2154