Procurement and Travel Cards

Procurement Card (Procard)

Intended for employees who are responsible for purchasing goods and services on behalf of the institution. This includes office supplies, materials, membership dues. Travel-related expenses are strictly prohibited on this card type.

Travel Card

Reserved exclusively for coaches, recruiters, and fundraisers who travel as a core function of their role. A business justification for travel must be clearly documented in the card application. The Travel Card is restricted to allowable travel-related expenses such as lodging, transportation, meals, etc.

Hybrid Card

Combines functionality of both Procurement and Travel Cards. Approval for a Hybrid Card requires a demonstrated business need for both purchasing and travel responsibilities. Use of this card must comply with the restrictions and documentation requirements of both categories.

All university issued cards issued in the cardholder's name and have default limits with both a $5,000 single transaction limit and $5,000 monthly credit limit. 

To request a new Procurement, Travel, or Hybrid Card, the following steps must be completed:

1. Review the Procurement Card Program Handbook and other applicable information on the Procurement and Travel Card Program website. All Procurement Cardholders must ensure all procedures and guidelines are followed when using a university issued card.
2. Complete the Procurement Card Program Application Form and submit electronically to the acnt-procard@wmich.edu email box.
3. Complete the mandatory training required to pick up your card. Cards will arrive within 3-5 business days after application approval.

Key Reminders:

• Issuance of a Procurement and Travel Card is limited to faculty and staff. Consultants, contractors, visiting faculty, temporary employees, undergraduate and graduate students are not eligible for a university issued card.
• University Cards requested with grant funding require additional approval from WMU’s Grants and Contracts department. A reserve account must be designated, and charges will only be applied to it if a transaction cannot be justified as reasonable and allowable under the grant’s budgeted categories. For full policies and procedures, visit the Grants and Contracts website.
• New cardholders will receive a welcome email with instructions to log into the BOA Works system and activate their card. To activate the card, use your WIN (Western Identification Number) as the required Verification ID.
• University Cards are available for in-person pickup at the Payroll and Disbursements office located in Seibert Administration building on the 4th floor. Cardholders must present a valid photo ID to verify their identity.

To request a change to an existing Procurement, Travel or Hybrid Card account, the following updates can be requested:

1. Determine type of change needed:

• Card Cancellation - Procurement Cards must be cancelled if the cardholder’s employment is terminated, transfers to another unit/department or assumes different duties that do not include management or use of a Procurement Card.
• Cost Center Updates - Change the default cost center or add new ones for use in the WORKS system.
• Monthly Credit Limit Changes - To request a temporary or permanent monthly credit limit adjustment, provide the requested amount, a business justification, and indicate whether the change is temporary (typically under 30 days) or permanent.
• Update Card Profile - Change the type of purchasing card profile, i.e. procurement, travel or hybrid. 
• Other Changes - You may also request:
  • A temporary hold on card use (e.g., for leave or budget restrictions)
  • Updating the cardholder’s phone number 

2. Complete and submit the Procurement Card Program Maintenance Form to the acnt-procard@wmich.edu email box with the designated changes needed.

Key Reminders:

• Depending on date/time of submission, most changes will be in effect within 24 hours (exceptions may apply during high volume periods) – a confirmation email will follow completion of maintenance request.
• Urgent requests should be noted and will be expedited based on critical need.

If you notice a transaction that is not legitimate or authorized by the cardholder:

1. Contact Bank of America’s Fraud Department at (866) 500-8262 to report the charge.
   • Do not use the “Dispute” option in WORKS, this is only for vendor billing errors, not fraudulent transactions.
2. Notify the Procurement Card Administrator at acnt-procard@wmich.edu to report the fraudulent activity and confirm that a replacement card is on the way.

Important: Disputes must be reported to the bank within 30 days of the transaction post date to ensure proper credit.

If your university issued card is lost or stolen:

1. Immediately call Bank of America at 1-888-449-2273 (available 24/7) to report it.
2. Notify the Program Administrator at acnt-procard@wmich.edu as soon as possible.

Prompt action is essential to limit university liability for fraudulent charges.

Once reported, the card number is deactivated and cannot be used. Bank of America will automatically issue a replacement card, and your Program Administrator will notify you when it arrives.

If the original card is later found, return it to the Program Administrator.