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.


Increase Requests

To request a dollar increase for a single spend purchase, send an email with the cardholder request and the supervisor approval for increase 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.

Nonallowable 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
    • Meals
    • 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

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