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Procurement Cardholder Guide

Overview

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

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Purchasing Card Advantages

The purchasing card enables cardholders to perform more effectively and focus on the value-added aspects of their jobs by reducing: 

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Who Can Be A Cardholder

UW-Parkside Employees:

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How To Use The Card

Here are the general instructions: 

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Travel Expenses

Additional instructions for travel expense transactions:

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The Card Cannot Be Used For

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Transaction Test

Generally, the Procurement Card can be used if ALL of the following conditions are met: 

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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.

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Cardholder Responsibilities

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Reviewer  Responsibilities

(Preferably the cardholder's supervisor, may be the Purchasing Card Coordinator or other designated employee)

Resolving Errors, Disputes, Returns And Credits

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Ineligible Vendors

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. 

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Card Security And Allowing Someone To Use Your Card

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If Your Card Is Lost Or Stolen

Immediately notify US Bank (800) 344-5696, Department Staff Liaison, and Purchasing at 262/595-2248.

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How To Cancel The Card

The card must be cut up and forwarded to the Purchasing Card Program Administrator who will deactivate the card. 

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Card Renewal

Your new card will automatically be renewed and mailed to you at the address on file before the renewal date.

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Changing Card Information

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If You Leave Or Transfer

Your card must be returned to the Purchasing Card Program Administrator, cut up with a note requesting the card be canceled. 

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Obtaining A Procurement Card

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. 

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Key Contacts

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

Errors, Returns, Credits, Disputes

First contact Merchant. If unable to resolve, contact US Bank at (800) 344-5696. 

Lost or Stolen Cards

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