Procurement Cardholder Guide
- Overview
- Purchasing Card Advantages
- Ineligible Vendors
- Who Can Be A Cardholder
- How To Use The Card
- Travel Expenses
- The Card Cannot Be Used For
- Transaction Test
- The Card Does Not Affect Your Personal Credit Rating
- Cardholder Responsibilities
- Reviewer Responsibilities
- Card Security And Allowing Someone To Use Your Card
- If Your Card Is Lost Or Stolen
- How To Cancel The Card
- Card Renewal
- Changing Card Information
- If You Leave Or Transfer
- Obtaining A Procurement Card
- Key Contacts
- Resolving Errors, Disputes, Returns And Credits
The University of Wisconsin-Parkside Purchasing Card Program is designed to replace low dollar, best judgment purchase orders, open vendor blanket orders and blanket orders. It is also designed to eliminate the use of petty cash for small dollar purchases and the use of personal funds that are reimbursed through Travel Expense Reports. It allows you to make direct purchases quickly and easily. The purchasing card may be used at any merchant or service provider that accepts the card, except as noted in the UW-Parkside Procurement Card Exclusion List. The card can be used in conjunction with various State Contracts.
The purchasing card enables cardholders to perform more effectively and focus on the value-added aspects of their jobs by reducing:
- Time needed to purchase and receive
- The number of requisitions and purchase orders
- Reimbursements from petty cash
- Invoicing problems
- The number of checks issued
UW-Parkside Employees:
- Purchasing staff
- Field staff
- Program support staff
- Professors, researchers, mechanics, engineers, etc.
Here are the general instructions:
- Determine the appropriate vendor for the materials desired. 1099 applicable vendors are not allowable vendors for Procard use. 1099 applicable vendors are individual/sole proprietors and LLC partnerships.
- Give the vendor your Purchasing Card number and the expiration date or present the card at the point of sale.Do not allow others to use your card.
- Tell the vendor that the State is exempt from State sales taxes and give the number, Wis DOR tax exempt ES 40706. Exception: Purchases made out of state for consumption out of state may be taxable. A list of states charging sales tax is available on the web by clicking here. If the vendor requests written proof of tax exempt status, fax/mail the vendor the Tax Exempt Letter.
- If the materials will be shipped or delivered, tell the vendor to enclose or mail a copy of the receipt with the shipment. Shipping labels must contain the name of the University Department or individual, "Visa", and street address. See the Mail Services Receiving Guide for more information.
- Record your purchase on a log and remember to retain your receipt or packing slip.
- Remember, don't use vendors on the ineligible vendor list. Check the web for the current Ineligible Vendor List or check with your site manager for a current listing.
- UW-Parkside Accounting Services pays the bank every two weeks for the previous two weeks of posted transactions.
- Verify your cardholder statement from US Bank agrees with your purchase log and receipts.
- Forward the signed record and original receipts to your Department Liaison for review.
Additional instructions for travel expense transactions:
- All charges made on the Procurement Card must conform to the usual State and University travel guidelines and maximums http://www.uwp.edu/departments/business.services/travel.cfm . It is the responsibility of the cardholder to keep the account free of non-allowable charges and overages.
- In state lodging is restricted to the state mandatory list of contract hotels http://www.uwsa.edu/fadmin/fppp/fppp36e.htm which includes contract pricing. When traveling out of state, always identify yourself as a University of Wisconsin-Parkside/State employee and ask for government, educational, etc. discount rates. In state or out of state charges must be supported by the original receipts from the establishment indicating only lodging was charged to your card. Charges exceeding the maximum daily rate allowed must be accompanied by an explanation of the reasonableness, e.g. convention site, to warrant consideration. When making reservations, the hotel’s cancellation policy must be determined. If you fail to cancel accordingly, you will be responsible for room charges as the University will not pay charges for “no show”. Lodging charges within the state of Wisconsin are exempt from taxes. Out of state lodging may be subject to state and local taxes. A list of states allowing exemptions and the requirements to avoid state and local taxes can be found at http://www.uwsa.edu/fadmin/fppp/fppp36i.htm . Be prepared to furnish the hotel with a photo ID, tax exempt number, and applicable tax exemption forms.
- All out-of-state trave must include a Travel Pre-Approval Form attached to the Procard statement.
- All airfare charges will be made through the state mandatory contract travel agencies effective January 1, 2006. Identify yourself as a University of Wisconsin-Parkside/State employee when making reservations and request the lowest appropriate airfare. The University is exempt from Wisconsin State and local taxes. All airfare charges must be backed by an itinerary from the travel agency.
- Vehicles rented under the state mandatory contract http://www.uwp.edu/departments/business.services/carrental.cfm can be charged to your account. Exceptional circumstances dictating rentals outside the parameters of the state contracts will require another method of payment. The only gasoline that may be charged to the procurement card is to be used for refueling rental cars.
- Travel charges on your Procurement Card require original receipts to substantiate expenditures. Additionally, submission of a TER http://www.uwp.edu/departments/business.services/sampleTERtravel.pdf with a TRAVEL RECORD http://www.uwp.edu/departments/business.services/forms/travel_record.doc, and maintaining of a PRO CARD LOG http://www.uwp.edu/departments/business.services/forms/pro_card.xls are required. The Travel Record including transaction date, vendor name, purpose of trip, dates and cost must be completed for all transactions for submission with a TER. Sign the Travel Record and submit with original receipts to your supervisor for departmental approvals. Your supervisor must sign the Travel Record and TER to verify that charges were for business purposes. Submit the signed TER with the signed Travel Record and original receipts attached to Pre-Audit for processing. A copy of the Travel Record is to be filed with the Pro Card log to indicate submission to Business Services.
- Avoiding or bypassing appropriate procurement or payment procedures, or extramural funding agency restrictions.
- Your own personal use.
- At merchants blocked by virtue of their Category Code.
- Items listed on the UW Parkside Procurement Card Exclusion List.
Generally, the Procurement Card can be used if ALL of the following conditions are met:
- For University Business use
- Transaction < $5,000.00 (not serial purchasing)
- Not listed on Procurement Card Exclusion List
- Vendor is not found on Ineligible Vendor List
- Tax reporting is not an issue
The Card Does Not Affect Your Personal Credit Rating
Use of the card results in University liability, NOT a personal liability for the cardholder. Your personal credit rating will not be affected. However, remember that you sign an agreement prior to receiving the card and as such you are responsible for any misuse of the card.
- Ensure appropriate receipt of materials and services and follow-up with the vendor to resolve any delivery problems, discrepancies and damaged goods.
- For telephone orders, make sure the complete shipping address and instructions are given along with your name, department name, complete street address, room number, city, state, and zip code. Also, ask the vendor to include a sales receipt detailing items purchased in the package.
- To record all purchases on a log and retain all receipts. Remember, this is the official University record.
- Verify your bi-weekly account statement from US Bank matches the transactions on your log. Rectify any inaccuracies or erroneous charges.
- Compare your receipts, packing slips, etc., with purchases you have logged. If there are problems, note them on the log and take the appropriate steps.
- After determining whether your log and receipts reconcile, sales receipts and purchasing card log should be stapled together and approved according to the schedule established by your Staff Liaison. Adding machine tapes should be attached verifying totals, if necessary.
- In addition, random audits will be conducted for both card activity and retention of receipts/sales slips as well as your other records. Identify the source of funding, and other accounting information on receipts when expending grant/contract monies. Consequences ranging from cancellation of cards to appropriate disciplinary action may be invoked for improper use of the card.
(Preferably the cardholder's supervisor, may be the Purchasing Card Coordinator or other designated employee)
- Receipts and statements are to be reviewed to confirm accuracy of cardholder's log entries.
- Verify purchases are for University business and to the best of the reviewer's knowledge comply with applicable rules and regulations.
- Affirm travel related charges have necessary approvals, are consistent with corresponding employee reimbursements precluding any double billing, and that a Procurement Card Travel Log has been submitted to Pre-Audit.
- Report any personal or unauthorized charges upon discovery to the Business Office for remediation.
- Check log for cardholder's signature and indicate review and approval by signing Procurement Card Log.
Resolving Errors, Disputes, Returns And Credits
- Follow-up with the vendor (first) or the US Bank on any erroneous charges, disputed items or returns as soon as possible.
- Any item that is returned, must be returned for credit. Do not accept a refund in cash or in-store credit for another purchase.
- If the cardholder is unable to reach agreement with the vendor, the next step is to contact US Bank at (800) 344-5696.
- The cardholder may complete a Dispute Form and fax or mail the completed form to US Bank. Please note on the form any reference number the customer service representative may have given you.
- US Bank must be notified of any disputed item within 60 days of the date of the transaction.
- Documentation should be retained.
The eligibility to do business with vendors is contingent on them satisfying or not satisfying s.16.765, Wis. Stats., which imposes certain requirements for affirmative action in employment.
Card Security And Allowing Someone To Use Your Card
- The cards should be stored in a secure place. In some areas, it is more appropriate for specific individuals to carry the cards. In either case, the account number should be protected as any blanket or open vendor order number has been in the past.
- The only person authorized to use your card is you and must not be loaned to other employees. If the card is used inappropriately, the cardholder is responsible for all inappropriate charges and the University loses liability protection from the credit card company if the card is loaned.
If Your Card Is Lost Or Stolen
Immediately notify US Bank (800) 344-5696, Department Staff Liaison, and Purchasing at 262/595-2248.
The card must be cut up and forwarded to the Purchasing Card Program Administrator who will deactivate the card.
Your new card will automatically be renewed and mailed to you at the address on file before the renewal date.
- Default account coding, spending limits, etc., may be changed by directing a written request to the Purchasing Card Program Administrator.
- Please remember, the name on the card cannot be changed to someone else. A new card must be requested.
Your card must be returned to the Purchasing Card Program Administrator, cut up with a note requesting the card be canceled.
Complete a Purchasing Card Application and Use Agreement and a University of Wisconsin-Parkside Visa Purchasing Card Program Application, obtain necessary signatures, and forward to the Purchasing Card Program Administrator.
| Completing Account Forms | ||
| Cardholder Agreements | ||
| Changes to status of cardholder limits | ||
| Canceling cards | ||
| Bob Fink UW Parkside Purchasing Card Program Administrator (262) 595-2248 Fax: (262) 595-2990 |
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Errors, Returns, Credits, Disputes
First contact Merchant. If unable to resolve, contact US Bank at (800) 344-5696.
Lost or Stolen Cards
- US Bank (800) 344-5696
- Purchasing Card Program Administrator (262) 595-2248.
