Obtain a One Card
To obtain a One Card the cardholder applicant will need to fill out an application and secure the appropriate signatures. The application should be emailed to purchasing@washburn.edu or by campus mail. The applicant will be notified when the card comes in and then training will be scheduled.
Transaction Approval Process
One Card transactions can be approved or rejected. Download the instructions to learn about the process.
Increase Requests
To request a dollar increase for a single spend purchase, please fill out the Request for Temporary Increase Form.
Instructions for requesting an increase
Effective December 2, 2024 all increases need to be submitted through dynamic forms.
Check your One Card Statement Regularly
It is important to check your One Card statement on a regular basis to look for delayed or unknown transactions. Some companies do not bill your One Card until the item has shipped. If you do not check your account, you will not know to do the allocations and approvals. Also, regular monitoring of your statement will help identify fraudulent purchases quicker.
TIP: While you are reviewing your statement, go ahead and do your allocations, attach your receipts, and approve the purchases. You do not have to wait until the end of the month.
Thanks for helping keep your One Card current. As always, if you have any questions or concerns please reach out to purchasing@washburn.edu.
Password Lock/ or Reset
Cardholders can email purchasing@washburn.edu or call 670-2333 if they are locked out of their account or need a password reset.
Sales Tax
Purchasing and Accounts Payable have noticed that sales tax is often added to One Card purchases. When using your One Card, please be sure to tell vendors that Washburn University is tax exempt. A Washburn tax exemption certificate is readily available by contacting Purchasing at purchasing@washburn.edu or ext. 2333. As a cardholder you are a trusted member of the University and bear responsibility to acquire goods/services at the lowest possible cost. Ensuring that sales tax is not applied to One Card purchases helps you fulfill your financial responsibilities.
Transaction Supporting Detail
Cardholders bear the responsibility to submit complete One Card supporting detail for each transaction by the specified deadline dates which are provided monthly by Purchasing. If a cardholder is unable to submit documentation by the required deadline, his/her One Card may be suspended, pending receipt of supporting transaction detail and/or additional training.
Transaction close date is the 25th of the month. All transactions are due 6 business days after the close date.
Non-Allowable One Card Purchases
A sample list of items that would fall under the purview of Purchasing include but are not limited to:
- Furnishings of any type
- Computers (PC and Laptops) and Tablets - (Contact Washburn ITS to purchase)
- Computer accessories - (Contact Washburn ITS to purchase)
- Computer Software and Licensing
- Contracted or Professional Services
- Equipment and Appliances
- Printing Services
- Automobile purchase or lease
For items such as these, approval from Purchasing is required prior to use of a One Card.
Allowable One Card Purchases
A One Card is generally used to expedite the payment of high volume, small dollar goods and services. A sample list of items that would be considered an acceptable use of the One Card include but are not limited to:
- Office supplies
- Subscriptions
- Reprints of journal articles
- Maintenance and repair materials
- Books
- Mail Services
- Clothing/Promotional Items
- Amazon; and,
- Travel
- Transportation Expenses (shuttle services, etc.)
- Airfare
- Lodging
- Group Meals (all individual meals are part of the per diem that the One Card cannot be used to charge for this expense)
- Parking
- Conference or Seminar Registration Fees
- Membership Dues or Fee
GET IN TOUCH WITH the Purchasing Office
Purchasing Office
Morgan Hall Room 214
1700 SW College Ave.
Topeka, KS 66621
Phone & Email
Phone: 785-670-2333
Fax: 785-670-1114
purchasing@washburn.edu
