What is a Purchasing Card - University of Wisconsin
Contents
1. View Figures v EE OIX RN EXPENSES Expenses Salary Fringes Permanent Salaries 64 533 00 4 850 50 41 543 77 LTE and Student Salaries 9 360 00 99022 S Supplies 7 00000 346 68 TOTAL 80 893 00 6 187 40 5 To view the cardholder associated with a specific charge you must enable the Journal Line Reference column 19 e Click on Pick Custom Columns link in upper right corner of the screen e Check Journal Line Reference located under Journals e Click Update Back to Summary Report Fund 102 Department 400410 Excluding Projects View as Wg Include SFD Pick Custom Columns Prog Acct Acct Descr Jini Date GL Jj Vchr ID 102 400410 1 3100 Supplies 12 24 2010 PC00122410 TARGET COMMERC00099994 1222 349 46 INT 102 400410 1 3100 Supplies 11 12 2010 PC00111210 TARGET COMMERC00099994 1105 515 59 INT 102 400410 1 3100 Supplies 11 12 2000 PC00111210 EMMONS BUSINESS IN 1102 327 60 INT 102 400410 1 3100 Supplies 11 12 2010 PC00111210 EMMONS BUSINESS IN 1102 36137 INT 102 400410 1 3100 Supplies 11 2 2010 PC00110210 STAPLESCONTRACTCOMMERCIAL 1019 29 54 INT 102 400410 1 3100 Supplies 11 2 2000 PC00110210 ANTHONY PRODUCTS 1019 35 72 INT 102 400410 1 3100 Supplies 10 15 2010 PC00101510 PAYPAL MANAGEMENTW 1005 89 00 INT 1 102 400410 3100 ix2. How to Cancela ece etd weaned QE DEAN HA ER EsH AR E ERR ERES E EiS Consequences of Failure to Comply with Policy Guidelines Key NAME OF FORM Sales amp Use Tax Certificate of Exempt Card Member Services Corporate Dispute Purchasing Card Application amp Use Purchasing Card Purchasing Card Missing Receipt How to View Transactions in 50 Frequently Asked eene Frequently Questioned UD CD URCUT m PAGE 13 15 16 17 18 23 24 25 26 29 Whatis a Purc hasing Card The University of Wisconsin G reen Bay Purchasing Card Program isdesigned to expedite the purchasing processand reduce the costs associated with processing low dollar lessthan 5000 best judgment orders for official University business needs Widespread merchant acceptance and flexible purchasing power in the handsof the buyeradd convenience efficiency and value to the purchasing process The VISA Purcha
3. 10 1 2010 00100110 U S CELLULAR 0922 a 13 10 INT Check the columns you wish to see on the current page then clic Update to refresh the page with the new column view You can also choose Reset to Defaults to revert your column profile to tt default layout 7 v Dept V Project Program Acct i V Sub Class Chartfield Descriptions i v Acct Descr brine p Accounting Period Journals j C Ledger a vl Line Descr System Source Source Journal ID F v Journal Date El Journal Line WT Monetary Amount Click on Column Header GL Jrnl ID to sort by expense type P Card transactions appear with the suffix PC you are able to view the vendor name dollar amount and cardholder name 20 Back to Summary Report Fund 102 Department 400410 Excluding Projects MInclude _ 102 400410 1 T5100 TARGET COMMERC00099994 1222 Supplies 1224 2010 PC0O122410 LINDNER GR 349 46 102 400410 1 3100 TARGET COMMERCO0099994 1105 Supplies 11 12 2010 PC00111210 LINDNER GR 515 59 102 400410 1 3100 EMMONS BUSINESS IN 1102 Supplies 11 12 2010 PC00111210 LINDNER GR 327 60 102 400410 1 3100 EMMONS BUSINESS IN 1102 Supplies 11 12 2010 PC00111210 LINDNER GR 361 37 102 400410 1 3100 STAPLESCONTRACTCOMMERCIAL 1019 Supplies 11 2 2000 00110210 LINDNER GR 29 54 102 400410 1 3100 ANTHONY PRODUCTS 1019 Supplies 11 2 20
4. Program View 4 Click on the link under the Expenses column corresponding to the account number associated with the P Card 3100 in this example Consumable Supplies 3100 Supplies gt le gt lt gt gt lt 5 Click on GL Jrnl ID column heading to sort journal entries by categories all Purchasing Card transactions begin with PC 6 To view the cardholder associated with a specific charge you must enable the Journal Line Reference column e Click on Pick Custom Columns link in upper right corner of the screen e Check Journal Line Reference located under Journals e Click Update The following detail is now viewable 22 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 102 400410 Descr P WO 048 MONITORS LINDNER MDS CE22648762501 MDS CE22676134801 MDS CE22681847901 MDS CE22761942801 MDS CE22640628702 MDS CE23149893202 MDS CE23149893201 MDS CE23361034601 MDS CE23318565101 MDS CE23622997001 MDS CE23602948201 MDS CE23582658702 MDS CE23582658701 MDS CE23706049801 STAPLESCONTRACTCOMMERCIAL 0105 U S CELLULAR 0723 TARGET COMMERC00099994 0816 Activation will also show the MD account number used to place orders 23 Acct Descr Eun Supplies 10 7 2010 Supplies 8 4 2010 Supplies 8 4 2010 Supplies 8 4 2
5. that I did not engage in nor did anyone authorized to use my card I do have my credit card in my possession Enclosed is a copy of my authorized sales slip 4 I did participate in the transaction However I paid for the transaction using another form of payment Describe form of payment Enclosed is a copy of my form of payment i e canceled check other credit card statement cash receipt etc 5 I did not receive from an ATM located at 6 I have not received the merchandise which was to have been shipped to me The expected delivery date was MM DD YY I contacted the merchant on MM DD Y Y and requested that my account be credited I spoke with name Ts Merchandise was shipped to me which arrived damaged and or defective circle one on MM DD YY I returned it on MM DD YY I contacted the merchant on MM DD YY and requested that my account be credited I spoke with name Enclosed is an explanation of how the merchandise was damaged or defective 8 I notified the merchant on MM DD YY at____ am pm to cancel the pre authorized order reservation Cancellation required Reason for cancellation Person I spoke to 9 I have returned canceled circle one the merchandise on MM DD YY because Enclosed is documentation showing proof of return or cancellation 10 The attached credit slip was listed as a charge on my statement 11 ___ I was issued a credit slip fo
6. in the name of the University A University business address should be listed for all memberships Parking Parking costs incurred outside of the individual s headquarters city are allowed on the Purchasing Card Parking costs inc umed within the individual s headquarters city orat the individual s permanent work site are NOTallowed on the Purchasing Card Printing Printing charges of any are not allowed on the Purchasing Card Prizes Prizes are something of value conveyed asa result of chance generally for promotional purposes to one or more participants in a University sponsored event Prizes may only be awarded in situations where benefits are expected to accrue to the University Examples include door prizesto encourage attendance at event or prizesasan incentive to encourage responsesto questionnaires or surveys The value of the prize must be 28 reasonable and appropriate based on the minimum a mount required to achieve the objective and cannot exceed 200 00 Prizes cannot be awarded to employees unless the basisfor awarding the prize hasnothing to do with the recipient s employment Prizes meeting the above definition are allowable on the card Cash prizesand gift cardsare not allowable on the purchasing card Documentation of winners Social Security Numbers and the value of the prize must be attached to the P Card receipt Registrations and Subscriptions Registrations and subscriptions are allowable on the
7. the card Cardholder Responsibilities Agreesthatthe card will be used only by the person whose name appearson the card Before a University employee can be issued a purchasing card he she will 1 Attend training by the Purchasing Card Administrator 2 Read and sign the User Agreement Form acknowledging his her understanding of the restrictions on the use ofthe card and possible actions if he she violates the conditions of DOA and UW System policieson use ofthe card Ordernecessary supplies and servicesin accordance with the UW Green Bay Purchasing Policies amp Procedures Ensure appropriate receipt of materials and services and follow up with vendor to resolve any discrepancies Maintain all receipts invoices packing slips orderconfimation screens etc see source documentation qualifications listed below Reconcile source documentation with the transactions listed on the bi weekly bank statement If there are discrepancies note them on the statement and take the appropriate stepsto resolve them Attach documentation to the back of the bank statement it pertainsto apply cardholder signature to attest that all purchasesare for official University business and comply with appropriate rulesand regulations Forward to the supervisor reviewer for their review and signature prepared to respond to audits in which card activity and documentation is reviewed by the Purchasing Card Administratorand DOA Supervisor
8. to the purchase receipt from the low bidder Ordersexceeding 5000 must be bid by the Purchasing Office Consult VendorNet for mandatory contract vendors view online on the Purchasing website The State of Wisconsin and UW Green Bay are committed to the involvement of minority business enterprises in the state s procurement program by attempting to ensure that a minimum of 59eof the total dollars spent in a fiscal year are paid to minority businesses Checkthe Purchasing website Purchasing website fora listing of the approved minority vendors Approved minority vendorsare given a 596award of preference if their bid is within 5 of the lowest bid obtained the ordershould be given to the minority vendor There isa listing of vendorsthat are not eligible to conduct business with the State University Vendors doing business with State agenciesare declared ineligible ifthey do not comply with the Wisconsin Salesand Use Tax OR if they do not submit acceptable affirmative action information According to Wisconsin law state agencies the University of Wisconsin and their employees are prohibited from making purchases from these vendors e Vendorsand theiraffiliates who are not properly registered and remitting Wisconsin sales or use tax will be declared ineligible under s 16 75 10m and 77 66 Wis Stats These vendorsare listed at http vendomet state wi us vendomet wocc certlist pdf e Vendors who fail to submit acceptable affirmative acti
9. 010 Supplies 8 4 2010 Supplies 8 4 2010 Supplies 10 5 2010 Supplies 10 5 2010 Supplies 11 3 2010 Supplies 11 3 2010 Supplies 1 5 2011 Supplies 1 5 2011 Supplies 1 5 2011 Supplies 1 5 2011 Supplies 1 5 2011 Supplies 1 7 2011 Supplies 8 6 2014 Supplies 8 20 2010 gt 0000251315 1UJ0001610 1UJ0001610 1UJ0001610 1UJ0001610 1UJ0001610 1UJ0001793 1UJ0001793 1UJ0001881 1UJ0001881 1UJ0002063 1UJ0002063 1UJ0002063 1UJ0002063 GL Jrnl ID PC00010711 PC00080610 PC00082010 b MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 MD24069 LINDNER GR DUPUIS LIN LINDNER GR h MD Jrnl Line Ref Monetary Amt Im P 189 00 20 11 5 14 38 80 9 58 6 97 2 62 41 07 131 00 47 06 144 55 58 95 34 24 72 36 46 68 5 80 30 42 515 59 FREQUENTLY ASKED QUESTIONS Are departments required to use the Purchasing Card for their purchases under 5000 No however use of the P Card can be a more convenient and efficient way of ordering items which results in quic ker delivery Are departments charged an annual fee for use ofthe P Card No feesare charged to the departmentsforusing the Card Can the P Card be used for personal purchases if reimbursement is made to the department from personal funds No personal charges of any kind are allowed on the P Card May I use P Card to pay fora conference registration Yes aslon
10. 10 00110210 LINDNER GR 35 72 102 400410 1 3100 PAYPAL MANAGEMENTW 1005 Supplies 10 15 2010 PC00101510 LINDNER GR 89 00 102 400410 1 3100 U S CELLULAR 0922 Supplies 10 1 2000 PC00100110 DUPUIS LIN 13 10 102 400410 1 3100 U S CELLULAR 0822 Supplies 9 3 2010 00090310 DUPUIS LIN 29 91 102 400410 1 3100 TARGET COMMERCO0099994 0816 Supplies 8 20 2010 PC00082010 LINDNER GR 515 59 102 400410 1 3100 U S CELLULAR 0723 Supplies 8 6 2010 00080610 DUPUIS LIN 30 42 102 400410 1 3100 WISCONSIN ASSOCIATION OF 0121 Supplies 2 4 2011 00020411 LINDNER GR 40 00 102 400410 1 3100 PAYPAL WISCONSINWO 0121 Supplies 2 4 2011 00020411 LINDNER GR 30 00 Activation will also show the MD account number used to place orders with MDS HOW TO VIEW PURCHASING CARD TRANSACTIONS IN WISDM OPTION 2 1 After logging into WISDM select Departments amp Search from the Main Menu UNIVERSITY OF WISCONSIN SYSTEM AA ISDM Data Mart for PeopleSoft Financials Menu Comment Help Database Status Component Announcements GL Star ee Project Star za SFD Star 2 Enter department funding code associated with the P Card transaction Submit 21 Fund Dept win Descr is exacty 15 exacty 3 Change Drilldown Level to 6 Project Option Time Period Advanced Account Tree GBY FIN NOFB DEFAULT DrilldownLevel 6
11. 800 344 5696 and the Purchasing Card Administrator X2598 When a cardholder terminates employment with the University or transfers to another department the department head or a designee must reclaim the Purchasing Card and return it to the Purchasing Card Administrator Non adherence to any of the above procedures may result in revocation of individual cardholder privileges and potential disciplinary action and may result in revocation of all Purchasing Cards for that department As an applicant cardholder of a State of Wisconsin Purchasing Card 1 understand the responsibility for the protection and proper use of this card as detailed above and in the guidelines outlined in the State Procurement Manual the State Accounting Manual and the University of Wisconsin Green Bay Purchasing Card User Manual Transaction Management allows cardholders to reallocate charges to other departmental budgets than the one associated with the Purchasing Card You can also access bank statements online Please state whether you want an account set up for Transaction Management YES NO Applicant Cardholder Signature Date Signed approve the issuance of a State of Wisconsin Purchasing Card to the above named employee and acknowledge the overall responsibility for the proper use of the card Supervisor Signature Supervisor Name Printed or Typed Date Signed Purchasing Card Administrator Signature Date Signed 1 acknowledge r
12. PURCHASING CARD USER MANUAL UNIVERSITY of WISCONSIN GREEN BAY TABLE OF CONTENTS UNKNED RUNE TOPIC Whatisa Purchasing CB I Dennis oan eh ven E ee een eee orba aui did uc What are the Benefits of a Purchasing Who are Likely 5 How do I Obtain a Purchasing Personal Liability Your Credit Rating amp Guidelines for Card Use ee Merchant Category Code Use of Purchasing Card with Statewide Contracts GardholderResponsibilities dances supervisor Responsbilities General Instructions for Card eens What Qualifies as Source Reconciliation Retums Credits or Disputed ltems sse Who hasthe Signatory Authority to Sign Agreements amp Contracts Credit Card 5 E Reporting Lost or Stolen TE D TE m TT Changing Card Account
13. Responsibilities Review information submitted by the cardholder The supervisor should compare receiptsto the bank statement submitted by the Cardholder no less than quarterly at a bare minimum Sign and date bank statement to acknowledge review Verify purchases are for University business Apply signature to bank statement to certify the purchases are for University business purposesand comply with appropriate rulesand regulations isdetermined that personal orotherunauthorized chargesare occurring on the card then appropriate steps up to and including dismissal will be taken to resolve the misuse abuse of the card The supervisor is responsible for notifying the Purchasing Card Administrator of accountsthat must be closed due to departure of the cardholder General Instructions for C ard Use 1 Ifthe transaction value isgreaterthan your assigned value single transaction limit either use traditional purchasing procedures entera purchase orderforpurchases 5 000 or more or process a direct charge forlesser amounts orcontact the Purchasing Card Administrator at X2598 to request a temporary increase on your card limits 2 If the transaction value isassigned value or less Assuming the item is noton a mandatory state contract you may use best judgment under 5 000 to determine an appropriate vendorforthe materials desired You are encouraged to obtain a minimum of three quotes These quotes should be attached
14. card subscriptions must be sent to the University address not the individual s home address Supplies You are encouraged to use the MDS Material Distribution Services Ordering System when purchasing suppliesthat are carried by a prime vendor Ordering through MDS ensuresthe state contract prices A Purchasing Card isnot required when ordering through MDS Travel The Purchasing Card may be used forteam travel expensesonly individuals in tra vel status must use the Corporate Travel Card 29
15. eceipt of the Purchasing Card Cardholder Signature Date Signed Note Sign your card immediately upon receipt 15 STATE OF WISCONSIN ACCOUNT NAME DOA 3585 C04 97 BUDGET NUMBER UNIVERSITY OF WISCONSIN GREEN BAY PURCHASING CARD RECORD Cardholder Employee Name For Reporting Period mm dd yy Page ot Y charges on this period s statement Purchase Date Vendor CARD TOTAL The above purchases on the State of Wisconsin Purchasing Card have been reviewed and reconciled Receipts are attached in order of occurrence This purchase record is available for audit review at any time upon request and will be kept in my departmental files for a total of five fiscal years X X ardnoiaer signature Date submitted pprovea by Supervisor 16 Purchasing Card Missing Receipt Form For internal use only retain with the bank statement This form is to be used as documentation only if the actual receipt invoice or Internet confirmation screen print is unavailable for a transaction made on the Purchasing Card It will be allowed only as a rare circumstance It must be filled out COMPLETELY and signed by the Cardholder s Supervisor Supplier Name required Supplier Phone Number Supplier s City Date order place required Placed by QUANTITY UNIT PRICE DESCRIPTION TOTAL COST Order Total required The U
16. eligious Charitable Scientific or Educational Organization PHONE 608 266 2776 ES NUMBER Sales to the below named organization are exempt from Wisconsin sales and use tax under sec 040706 77 54 9a and 77 55 1 Wis Stats DATE ISSUED This certificate is valid until revoked by the Wisconsin Department of Revenue 4 9 1997 IMPORTAHT STATE OF WISCONSIN UM SYSTEM Sales to your organization are taxable unless you furnish your supplier with the CES number shown above Sales by your organization may be subject to tax If your 101 E WILSON ST organization makes taxable sales it must obtain a seller s MADISON WI 53702 permit and remit sales tax to the Department of Revenue Questions Contact the Department of Revenue by telephone at our above number FAX 608 267 1030 E mail sales1 0 dor state wi us or at our Web site S 204 P 4 99 www dor state wi us 13 CARDMEMBER SERVICES Corporate Disputes Box 6335 Fargo ND 58125 6335 Fax 1 866 229 9625 toll free 1 701 461 3463 Merchant Name Post Date Dispute Amount Transaction Amount I have examined the charges made to my account and I am disputing the above item for one of the following reasons 1 The sales receipt amount was increased from to 2 Neither did I authorize this charge nor did I participate in the transaction 3 Although I did participate in a transaction with the merchant I was billed for transactions totaling
17. ewed and mailed to yourcampusaddressat the end of the month preceding the expiration date embossed on the card Changing Card Account Information All changesto a cardholderaccount must be submitted to the Purchasing Card Administrator at helmkem uwgb edu Requests for permanent changesto the single or bi weekly limits require documentation of the supervisor sapproval How to Cancel a Card When a cardholderleavesthe department cancellation of the card isto take place on or immediately following the cardholder slast day of employment Timely cancellation of the card isan integral part of maintaining the integrity of the program If all itemson the card have been received priorto the cardholder sdeparture date the cardholderisto cut up the card and tum it into their supervisorto begin the cancellation process The supervisor is responsible for notifying the Purchasing Card Administratorof account cancellation If ordered items remain outstanding orbackordered the cardholderisto cut up the card and tum it overto their supervisor Once the outstanding orders have posted to the account the supervisor is responsible for canceling the account with the Purchasing Card Administrator Under no circumstances should the department continue to use the card to order supplies and servicesafterthe cardholdersdeparture date Departments must acknowledge the fact that the cardholder is ultimately responsible forall orders placed on the card and co
18. ferent budget numbers may be issued to one individual however those requests should be minimal The card will be mailed directly to the cardholder within 5 business days after it is requested You will be notified ofthe date the Purchasing Card s was were requested 3 Attend a 30 minute training session Contactthe Purchasing Card Administrator Marie Helmke at X2598 to schedule a session 4 Keep a copy ofthe Purchasing Card Application amp Use Agreement Forward the original signed copy to the Purchasing Card Administrator Personal Liability Your C redit Rating amp Misuse The University of Wisconsin G reen Bay assumes full liability forthe payment and campus wide use of the Purchasing Card therefore a cardholders personal credit rating will not be affected by use of the Purchasing Card However all users are required to sign an agreement priorto receiving the card acknowledging attendance ata training session and their intent to use the card in compliance with the program requirements The penalty for misuse of these cards isthe same asany order which misuses State funds which can be up to but not limited to dismissal If misuse of the Card occurs any personal orunauthorized item s must be immediately retumed to the vendorforfull credit ORthe employee must repay the campusall personal amountsincluding any applicable state county or city sales taxes Even if the vendordoesnot charge these taxes the campus must collect and
19. g asthe fee doesnot include travel orentertainment costs Be sure to include a copy of the conference registration form to the Travel Expense Report listing the registration asa direct billed expense How do I look up P Card charges in WMISDM Instructions are listed on our website at http www uwgb edu purchasing purchasingC ard index htm Is there a method can use one P Card to charge to multiple budgets Transaction Management allows cardholdersto reallocate Purchasing Card charges associated with one budgetto otherbudgets Contactthe Purchasing Card Administrator for more information regarding this program Are we allowed to use P Card to pay for lodging expenses for job candidates The P Card may be used to pay only forthe lodging expense of a job candidate and must comply with the maximums allowed Meals movies etc must be paid directly to the hotel by the traveler Is it OK to use the P Card to pay fora deposit for rental of a room for our office holiday party Use of State funds is not allowed for this purpose therefore use of the Purchasing Card isnot allowed The deposit must be paid from personal or private funds 24 9 A family member of our co worker passed away are we allowed to use the P Card to send flowers to the funeral home from our department Use of State fundsis not allowed for this purpose therefore use of the Purchasing Card isnot allowed The deposit must be paid from perso
20. ions Documentation is complete receipts attached business purpose of transaction documented reconciliation taking place etc Consequences of Failure to Comply with Policy Guidelines Any misuse of the card or other failure to comply with these procedures will result in the following cardholder consequences Key Contacts Revocation of Card Disciplina ry measures if appropriate In addition if the misuse involves personal transactions the cardholder must repay to the University all personal amounts including any applicable state county orcity taxes Three strikes and you re out rule Three separate instances of misuse will result in temporary or permanent termination from the program The following contactsare available to provide assistance answer questions or help solve any problemsthat arise University Purchasing Card Administrator Marie Helmke 920 465 2598 To apply fora Purchasing Card Forquestions about policies and procedures To replace damaged cards Forassistance with suppliers Foraccount inquiries For billing information If you didn t receive your monthly statement To reporta lost orstolen card To determine reason card transaction wasdenied US Bank C ustomer Servic e 800 344 5696 To report lost orstolen cards For questions about your statement 12 WISCONSIN SALES AND USE TAX Wisconsin Department o Revenue X CERTIFICATE OF EXEMPT STATUS CES madison w 53708 8902 Governmental R
21. l ason the Purchasing website The certificate may be photocopied asneeded material will be shipped or delivered instruct the vendorto enclose or mail copy ofthe receipt invoice with the shipment Emphasize to the vendorthat the receipt must be mailed to the cardholderand not Accounts Payable orthe Purchasing Office Ask the vendorto mark it paid to avoid duplicate payments To assure timely delivery ask the vendorto address the shipment as follows Cardholders Name and Dept Name Mail Stop UW Green Bay Receiving Dept CHARGE or P CARD 2420 Nicolet Dr Green Bay WI 54311 Also ask the vendorto put the following word or something to its effect ex Purchasing Card Charge etc on the shipping label where there would normally be a purchase ordernumber This will notify Central Receiving personnel that the shipment is related to a Purchasing Card transaction and delivery will be made much quicker If the material is picked up be sure to obtain the itemized receipt indicating the purchase price Ensure the merchant specifically identifies what is purchased and doesnot use a description such as miscellaneous merchandise The business purpose of the purchase must be documented on the Purchasing Card receipt or the bank statement Purchases in Person Must have a signed detailed receipt at the time of purchase clearly identifying each item purchased Phone Fax Orders The original invoice or packing slip sent wi
22. lders purchasing and accounting staff to perfom more effectively and focuson the value added aspects of yourjobsby Reducing time needed to purchase and receive supplies Reducing the numberof purchase orders Reducing reimbursements from petty cash Reducing the numberof invoicesand invoicing problems Reducing the numberof checks issued Who are Likely Cardholders Anyone on the UW Green Bay payroll system that has been approved by the head of their Department can be a cardholder Because the Purchasing Card allowsthe cardholderto place ordersdirectly with the supplier the greatest program benefits are achieved when cardsare issued to end users Other staff that would benefit by using a purchasing card includes but is not limited to Field staff who may need emergency partsor supplies Librarians others who routinely buy subscriptions and books Program support staff who buy supplies Facilities Management Maintenance staff How Do Obtain a Purchasing Card 1 Read and complete the Purchasing Card Application amp Use Agreement Form located at http www uwgb edu purchasing purchasingCard index htm The Purchasing Card Application amp Use Agreement Form must be signed by the cardholderand their supervisor 2 The employee will receive one Purchasing Card associated with one departmental budget Purchaseson the card may be reallocated to otherdepartmental budgets through use of on line Transaction Management Multiple cards with dif
23. loyee are not allowable on the card Gift Cards Purchasing cardsare not to be used to purchase gift cards in lieu of cash forservicesoras an acknowledgement Perthe Intemal Revenue Service IRS gift cards are consdered equivalent to cash and are therefore handled astaxreportable paymentsto individuals Greeting Cards Greeting cardsof any nature are not allowable on the card 27 Ineligible Vendors A vendor s eligibility to do business with the University is contingent upon their compliance with s 16 765 Wis Stats which imposes requirements for affirmative action employment Each vendor must also comply with s 77 66 Wis Stats tax laws Cardholders should reference our website forthe most cument Ineligible Vendor Lists e Affirmative Action Ineligible Vendor List e Certification for Collection of Sales and Use Tax Ineligible Vendor Directory Insurance Insurance isnot an acceptable card purchase All insurance must be processed through Risk Management Meals Individual meals are not allowable on the standard purchasing card norare they allowable on a purchasing card that hasbeen approved fortravel The individual must personally pay forall mealsand request reimbursement through the Controller s Office by filing a Travel Expense Report TER Memberships Membership renewalsare allowed on the Purchasing Card memberships must be applicable to member s position at the University and whenever possible issued
24. meansa charge card issued to an authorized state employee through the campus purchasing card administrator who isdelegated the authority by the Department of Administration State Bureau of Procurement UW System Office of Procurement and the UW Green Bay Purchasing Supervisor e Cardholdermeansa specific state employee who hasbeen issued a purchasing card e Purchasing Card Administrator means the individual appointed to manage coordinate and control purchasing cardswithin the agency e Supervisor means the person responsible for approving the cardholder stime and leave reporting e Original Receipt meansthe customer copy of the purchasing card receipt signed by the cardholder at the time of purchase In the case of phone fax or Intemet orders original receipt meansthe copy of the receipt sent by the supplying vendorto the purchaser with an itemized list of the goods purchased e Statement meansthe detailed bank statement that is sent to the cardholder by the purchasing card vendor U S Bank e Billing File means the detailed bi weekly billing that is received electronically by UW Green Bay Accounts Payable e MCC meansthe merchant category code assigned by the banking industry which designates the type of vendor business TERmeans Travel Expense Report e DOA means Department of Administration e UWSystem means University of Wisc onsin System Whatare the Benefits of a Purchasing Card The Purchasing Card enablescardho
25. nal or private funds 10 What criteria cause a transaction to be audited The Purchasing Card Administrator conductsa post audit on all transactionsasthe bank statements are received in the Purchasing Office You will receive an email requesting additional information if necessary Criteria that will prompt a follow up response include but are not limited to e Compliance with mandatory State contract vendors e Appropriateness of purchase forcardholder e Splitting charges with same vendorto remain within single transaction limit established ratherthan requesting the limit be raised e Splitting charges with same vendor to stay under bid limit of 5000 25 Frequently Questioned Purchases To comply with various policies statutes and regulations departments must obtain prior approval when purchasing certain productsand or services Appliances Appliances including refrigerators mic rowa ves coffee makers toasters etc purchased for personal use by UW faculty and staff membersare not allowable on the purchasing card All break room appliances must be purc hased with personal funds Awards Awards are something of value conveyed asa result of competition merit or in recognition of service to the institution on the part of the recipient Examples include awardsto recognize student achievements service awardsto recognize members of the community and non cash awardsto recognize employees for distinguished service
26. niversity is exempt from sales tax in most instances Tax Exempt ES40706 Why is the original receipt invoice or other appropriate substitute missing Cardholder Signature required Print Name Date Supervisor s Signature required Print Name Date 17 HOW TO VIEW PURCHASING CARD TRANSACTIONS IN WISDM OPTION 1 1 After logging into WISDM click on Main Menu Departments Search Main Menu Windows Internet Explorer OO gt E nts eo Mai File Edit View Favorites Tools Help Ey Windows Live What s New Profile Photos Calendar MSN Share s 4 Sign in Favorites 88 Add Update Express POs 2011 Regular Meetings Main Menu B J d Page Safety Toos UNIVERSITY OF CY SYSTEM MAIN MENU Wisconsin Data Mart for PeopleSoft Financials MainMenu Comment Help Departments yan for a department Database Status Component Status Start Time End Time Volume GL Star Completed 2 25 2011 4 01 01 AM 2 25 2011 4 22 48 AM 61 401 Project Star Completed 2 25 2011 5 09 06 AM 2 25 2011 6 57 51 AM SFD Star Completed 2 25 2011 4 22 49 AM 2 25 2011 5 09 06 AM E WISDM HELP OPTIONS eo Posted by sysrfruehling on 1 12 2011 11 15 31 AM My Profile A new link has been added to the Help menu that will take you to UW System WISDM FAQs To find thi
27. ntinued use of the card afterthe cardholder s departure date should not be requested orexpected Whenever possible complete the Purchasing Card Application amp Use Agreement Form to obtain a card fora new employee orinterim replacement cardholder priorto the curent cardholder s departure date A card cannot be transfered from one individual to another If you leave the University or transferto anotherdepartment within the University you must retum your Purchasing Card to the Purchasing Card Administrator who will cancelthe card Retumed Purchasing Cards are not reissued to otheremployeesforuse Before retuming a canceled Purchasing Card cut the in half 11 Note If you have established accounts with vendorsthat have your Card numberhard coded into their system please note that these will also need to be canceled and re established asa new account with your successor ex monthly cell phone billing Post Audits The UW Green Bay Purchasing Card Administrator as well asthe State Bureau of Procurement and the State Controller s Office will conduct random audits of Purchasing Card use The primary purpose of these audits isto ensure the Purchasing Card program proceduresare being followed and that Purchase volume appearsreasonable Use of mandatory contract vendorsisbeing complied with Transactions appearto be appropriate purchases from State funds The card is being used forappropriate amp legal not personal transact
28. on information are also ineligible A vendor remains ineligible until s 16 765 Wis Stat and ADM 50 Wisconsin Administrative Code information is submitted These vendors are listed at http vendomet state wi us vendomet wocc wocc asp Give the vendor your Purchasing Card numberand expiration date or present the card atthe point of sale If yourtransaction isdeclined contact Customer Service atthe 800 number on the back of your card You may also contact the Purchasing Card Administrator at X2598 to determine the reason Reasonsa Card may be declined include exceeding the single bi weekly transaction limit established for your Card vendors Merchant Category Code MCC isincorrect and therefore transaction is restricted vendor enters expiration date when processing authorization vendor s equipment is not working properly you feel the established single bi weekly limits are not appropriate contact or email Marie Helmke requesting a revision along with justification forthe request and approved by yoursupervisor A response approving ordenying the request will follow Raising credit limits is preferred asopposed to the vendor splitting charges in orderto remain underthe established credit limits vendorthatthe State isexempt from State sales tax NOTE Tax exempt number is ES 40706 A copy of the Sales amp Use Tax Certificate of Exempt Status is located the back of this booklet as wel
29. ontain any hold hamless indemnification or arbitration clauses Credit Card Security Your Purchasing Card should be treated with the same level of care you use with your personal credit cards card should not be loaned to another person The only person authorized to use the Purchasing Card isthe person whose name ison the front of the card orwho completed the Purchasing Card Application Use Agreement Your Purchasing Card account number should be guarded carefully Do not post it or write it in any location that isaccessible to others Use extreme care when sending your Card numberoverthe Intemet be sure you are using a safe secure and trusted site Accountsthat are unused fora period of six 6 months or more will be closed as they pose a financial risk to the State in terms of fraud and misuse 10 Reporting Lost or Stolen Cards Unlike personal credit cards where cardholders are responsible for paying the first 50 00 if the card is stolen or misused US Bank will hold the University and ultimately your department responsible for paying all charges resulting from stolen or misused cards until they have been notified Contact US Bank immediately at 800 344 5696 to reporta lost stolen card This number is available 24 hours 7 days a week Atthe first available opportunity report the same information to the Purchasing Card Administrator at X2598 Card Renewal Your card will be automatically ren
30. or credit Do notaccepta refund in cash check format as in store credit Make sure you keep documentation of credits retums and exchanges with your Card Statement Disputed Items If you are disputing a charge and cannot reach resolution with the supplier complete the Card member Services Corporate Disputes Form copy located at the back of this manual and online and faxto U S Bank Financial Services along with a copy to the Purchasing Card Administrator fax 3465 5649 The written notice of dispute must be received within 60 days of the date the transaction occured Who Has The Signatory Authority to Sign Agreements amp Contracts The Contracting Officerhassignatory authority for procurement agreements and contracts however individual cardholdersare considered to have delegated authority to sign certain confirmation documents when lessthan 5000 ex coach bus confirmation Documents that require signaturesto confirm arrangements are permitted to be signed by individual cardholders when the department confirms simple transaction committing the University to pay a specific sum in retum for specific Clearly defined product services Such documents cannot e Exceed the cardholder ssingle transaction limit e Exceed one yearin duration e Have any automatic renewal language e Have penalty clauses for termination e Require the University to waive any rights e Contain any limits of liability clauses e C
31. orative items plants paintings flowers etc from University administered funds is allowable only if the itemsare placed in a general reception area frequented by students and orthe general public Additionally decorative items may be purchased foran event if the participant s fees cover payment forthe items The purchase of items placed in employee lounges assigned offices orother work areasare not allowable on the card Food Purchases Individual meals are not payable using the card Fuels Extemal reporting requirements do not allow forthe purchase of gasoline on the card however gasoline fora rental vehicle is acceptable The card cannot be used forfleet vehicle fuel purchases The Voyager Card is provided forindividuals driving fleet vehicles Fuel purchases for personal vehicles used in lieu of fleet vehicles are included in the established mileage reimbursement rate and asa result are not payable on the card Gifts Gifts are a voluntary conveyance of something of value asa gesture of goodwill or appreciation Gifts from program revenue sources may be given in the following circumstances 1 to distinguished visitors to campus 2 to foreign nationals when University personnel are visiting other countries and gifts are necessary customary and reasonable in cost or 3 to recognize contributions of time orfunding support by members of the public Gifts meeting the above criteria are allowable on the card Gifts of any kind to an emp
32. r on MM DD YY which has not been posted to my account I have enclosed a copy of my credit slip 12 The charge in question was a single transaction sale 1 but was billed twice to my statement I did not authorize the second transaction Sale 1 Ref Sale 2 Ref 13 ___ Tam not disputing this charge however I need a copy for my records 14 Other please explain Account Cardholder s Name Cardholder s Signature Date Signed Daytime Phone Cardmember Services Corporate Dispute Department P O Box 6344 Fargo ND 58125 6344 14 PURCHASING CARD APPLICATION amp USE AGREEMENT Print form complete all fields and submit to the Purchasing Card Administrator Purchasing Office Employee Cardholder s Name as shown on payroll Department Campus Mailing Address Single Transaction Limit Up to 5000 The Purchasing Card is intended for best judgment purchases up to 5000 Purchases made with this card must comply with Department of Administration and University of Wisconsin procurement policies and procedures as stated in the State Procurement Manual the State Accounting Manual and the UW Green Bay Purchasing Card Manual The Purchasing Card MAY NOT be used for cash advances ATM machines or to purchase non business personal items and other items as specified in the Purchasing Card User Manual If the card becomes lost or stolen the cardholder must IMMEDIATELY NOTIFY U S Bank
33. reen The confirmation screen if available is preferred overthe orderscreen Point of Sale Pic k Up Orders Attach the cash registerreceipt and orinvoice If the itemized detail is not on the receipt write it in by hand Recurring Monthly Charges without Invoices Attach the original contract orservice agreement to the bank statement that reflects the first monthly service fees A memo justifying the need forthe service should also be attached Each month thereafter the recuning fee should be noted assuch since there may not be a monthly receipt oradditional documentation to attach Subscriptions amp Memberships subscription or membership may be sent via email or regular mail to the University a ddress The subscription membership or registration forthe same department cannot be paid twice in one fiscal year Registrations Attach a copy of the registration form Make a second copy of the form to attach to the traveler s TER The registration is noted in the Direct Billed Expense column of the TER Missing Receipt Form If unable to obtain any type of documentation at all complete the Missing Receipt Form located at http www uwgb edu purchasing purchasingCard index htm Itis intended for occasional use only 4 Transaction Management Reallocation of Charges Optional Transaction Management isavailable forthose cardholders that wish to reallocate chargesto other departmental budgets than the one associated
34. remit the taxesto the State of Wisconsin Department of Revenue All documents related to the Purchasing Card may be fully disclosed asa public record to the extent provided by the Open RecordsLaw and Open Book Wisconsin http openbook wi gov The US Bank VISA Purchasing Card Program provides liability protection to the State once notification of any loss theft orfraudulent use is made However the same level of liability protection does not apply to cards that have been shared by multiple users Itis imperative the Purchasing Card be used only by the person whose name appears on the Card If the card isdeliberately given by the cardholderto another person who uses it inappropriately the cardholderis responsible for reimbursement from personal fundsforall chargesand loss of the privilege to retain the card Guidelines for Card Use The Purchasing Card isto be used to purchase low dollar value items with the total amount of any purchase notto exceed 5000 These items may include subscriptions for business use sent to the University address membership fees dues conference registrations NOTE it must state on the Travel Expense Report that the purchasing card wasused forthe registration fee A copy of the conference brochure must be attached to the TER orit will be retumed Examples of itemsthat may notbe purchased with the card Academic Support Service Agreements ASSA Advertising Classified Leases rentals Alarm sec u
35. rity systems Legal Services Alcoholic beverages drugsorpharmaceuticals Meals entertainment Ammunition Motor Vehicles Capital equipmentor component parts Printing Consulting Services Radioactive Materials Howers gifts awards Temporary help Gasoline fuel Travel hotel motel Insurance The Purchasing Card may notbe used forcash advances machines orto purchase non business personal itemy services Merchant Category Code Standards Vendorsare assigned a Merchant Category Code MCC by theirbank which designatesthe type of businessthey conduct ex hardware store liquor store etc All Purchasing Cardsare encoded with specific MCC exclusions ex tattoo parlor Attempting to buy from these merchants will cause yourtransaction to be denied Occasionally a bank may have wrongly assigned a vendors MCC If you run into a situation where yourtransaction isrejected foran appropriate purchase contact the Purchasing Card Administrator at X2598 Use of Purchasing Card with Statewide Contracts The Purchasing Card may be used on statewide contracts ONLY when the contract or subsequent amendment indicatesthat card use isallowed The procedures for use on contractsare subject to change at anytime Contactthe Purchasing Card Administrator if you are aware of a contract vendor who acceptscredit cardsand the contract documentation indicates card use is disallowed Be sure to consult the relevant contract before making any purchase with
36. s link go to the Main Help page You can do this by Help 1 Click on Help on the left side of the main page x 2 Select the drop down menu and click on Main Menu Help or Main Menu Help Main Help Page Logout D Help Show Inactive Announcements February 2011 Sun Mon Tue Wed Thu Fri Sat 908 31 1 2 3 4 BE 7 9 10 11 13 14 15 16 17 18 19 21 22 23 24 25 pn EXE 28 1 2 4 6 7 8 9 10 11 12 J Trusted sites R10 2 Enter Fund and Department Code Submit SEARCH CRITERIA Fund 102 Dept starts with 400419 Descr is exactly Manager is exactly Records Per Page 50 v Program number will be listed on drop down menu on the next screen under Report Options if you want to look at a specific budget by program number 18 3 Click on Drilldown Level click on 3 UNIVERSITY OF m SYSTEM HE Wisconsin Data Mart for PeopleSoft Financials Menu Y Comment REPORT OPTIONS Project Option Departments Time Period YTD YTD through v v 8 FEB Advanced Account Tree GBY FIN NOFB DEFAULT Drilldown Level 2 DEFAULT Program N View 4 Click on Expenses link for Supplies REPORT OPTIONS Project Option Only Departments v Time Period YTD through 8 FEB Advanced Account Tree GBY FIN NOFB DEFAULT Drilldown Level 3 Program
37. sing Card payment system isan individual bill central payment system You the cardholder receive a monthly account statement for information and reconciliation purposesonly An electronic billing file is sent centrally to the accounting system Accounts Payable together with a summary of all charges with supporting detail Accounts Payable makes one payment to VISA on behalf of all cardholders Expenditure transactionsare processed through the agency saccounting systems PeopleSoft and posted to the various departmental accounting code combinations In brief a Purchasing Card is Authority delegated by the Purchasing Supervisor to individual university employees Authorized for official State use only Authorized for individual purchases less than 5000 Authorized for purchases greater than 5000 on statewide contracts where indicated and with prior approval from the Purchasing Office Authorized for use within certain categonesof merchantsand commodities A Purchasing Card is Forcardholder personal use purchases or identification under any circumstances It cannot be used for reimbursable meal costs or other miscellaneous lodging expenses such asphone calls A meansto avoid appropnate procurement or payment procedures A card to accesscash orcredit A travel card Corporate Card must be used A right of employment For interagency or intra agency use except for retail purchases Definitions e Purchasing Card
38. t The Purchasing Office will maintain a file of bank statements for all of the cardholders with attached documentation in a secure location fora period of seven 7 fiscal years 6 plusthe current Afterthistime the documentscan legally be destroyed following the official proceduresfor confidential destruction Retums Credits or Disputed Items The cardholder is responsible for following up with the merchant or bank on any erroneous charges disputed items orretumsassoon as possible Disputed billingscan result from failure to receive the goodscharged defective merchandise incorrect dollar amounts duplicate charges credit not processed aswell as fraud and misuse If you have a problem with a purchased item ora billing resulting from use of the Purchasing Card you should first try to reach a resolution with the supplierthat provided the item In most cases disputes be resolved directly between the cardholderand the supplier All emors disputes retums fraud and pending credits should be noted on the source documentation Credits Refening to your receipt request from the merchant that a credit be placed on yourcard account If the item was shipped refer to the shipping form you kept with your Card Statement Retums A credit should be issued forany item that the supplier hasapproved for retum The credit should appearon a subsequent statement Any item purchased with the Purchasing Card that is retumed must be retumed f
39. th goods shipped If the packing slip doesn t have the itemized detail write it on by hand Intemet Orders Print a copy of the order orconfirmation screen that shows what was purchased and the dollaramount Use extreme care when sending Card numbers over the Intemet Make sure the website has some type of security alert box OR a secure site statement along the bottom ofthe orderpage before submitting the final order 3 Maintain a Purchasing Card receipt file Obtain and file receiptsforall transactionsfor reconciliation purposes Whatqualifies as source documentation The original supporting documentation must be retained in the Purchasing cardholder sfile attached to the bank statement it pertainsto A bank statement isgenerated on a bi weekly basis and mailed to the cardholder if transactions occured in the billing period Supplies Services Documentation Requirements Standard Documentation temized invoice required Packing Slip optional Order confirmation screen required Cash register receipt required Registration form required Missing receipt form required when no other document is available Phone Fax Orders Attach the enclosed invoice when the merchandise isreceived The packing slip often times does not have the price of the item included therefore it doesnot meet the requirements of supporting documentation forthis program Intemet Orders Print and attach a copy of the orderand orconfimation sc
40. upon retirement or career milestones Awardsto employeescannot exceed 100 00 The use of gift funds is preferred for all award purchases GPR funds may be used only forawards such ascertificates and plaquesthat have no intrinsic value ora minimal value if the item bearsthe University logo No cash awardsare allowed Awards meeting the above definition are allowable on the purchasing card Capital Equipment Purc hases Capital Equipment and capital equipment components must be purcha sed using a purchase order entered into the Shared Financial System Failure to follow the proper procedures compromises the integrity of the Capital Equipment tracking system in SFS and under reports the University s a ssets Catering The decision to have food at a UW event eitheron oroff campus presents a numberof concems including the safe and properhandling of the food adequate insurance coverage and business proceduresthat meet the purchasing and accounting processing requirements The University has established written policies that must be followed when catering food The guidelines can be found atthe following website address http www uwgb edu controller forms Copiers The state contract forcopy machinesisa mandatory contract All copying needsare to be addressed through the Purchasing Office 26 Fines Fines including parking tickets on or off campus are not payable on the Purchasing card Howers Decorative Items The purchase of dec
41. with the Purchasing Card It also allowsaccessto view bank statements online and the ability to print them Use of Transaction Management eliminates the need to processa chargeback Contact the Purchasing Card Administrator for further information Reconciliation Procedure 1 A bank statement foreach account is mailed to you the cardholder An electronic billing file issent to Accounts Payable for payment processing 2 Itisyour responsibility asthe cardholder to verify the chargeson the statement against all receipts Attach receipts to the comesponding statement If there are inaccuracies and or emoneous charges complete the Card Member Services Corporate Disputes Form located in back of the manual and online This form gets faxed directly to U S Bank with a copy to the Purchasing Card Administrator 3 Sign by Cardholder Signature on the card statement to document review and submit it to your supervisor for their review on a no less than quarterly basis The supervisor must also sign the Card statement verifying the charges were appropriate and for University business purposes 4 The cardholderis responsible to ensure that the bank statement reconciliation is performed the bank statement is signed by the cardholderand their supervisor and that the bank statement along with the original receipts and recorded business purpose of the transactions is forwarded to the Purchasing Office within two weeks of receipt of the bank statemen
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