Purchasing Card

Purchasing Card

Employees applying for a purchasing card must complete and submit the PCard Request Form, an electronic purchasing card application available in the Shared Financial System (SFS). The PCard Request Form tile can be found on the SFS homepage:

Access SFS to apply for a Purchasing Card

Checking status of Purchasing Card application in SFS

1. Sign into Shared Financial System (SFS) and click on the Pcard Request Form tile (image shown above).
2. Click View a PcardReqst eForm, enter the applicant’s name, then click Search.
   
3. If a list appears, click on the Form ID for the relevant application.
4. Scroll to the bottom of the displayed form, then click Next to view the Transaction/Signature Log.
5. Click the View Approval Route button to see full approval workflow. If the application is pending approval, the path will show the role as “Pending.” Click on the Multiple Approvers link to see who is in the approval role.

Department Purchasing Card

Employees applying for a department purchasing card must complete and submit the Department Purchasing Card Application. Complete details of the process are included in Procedure 3013.9.

Apply for a Department Purchasing Card

Before a purchasing card application can be processed, the card applicant must complete the Purchasing Card Policies & Procedures training and Travel Policy training sessions. Additionally, Department Purchasing Card applicants will be invited to complete an online Department Purchasing Card Training.

See all Purchasing Card-related trainings

U.S. Bank will mail the card directly to the card applicant at the address indicated on the card application. Cards are typically received 7-10 days after applications are processed.

• Activate the Card: To activate a purchasing card, visit U.S. Bank’s Access Online, click Activate Your Card, and follow the prompts on the subsequent screens.
• Sign the Card: Be sure to sign the back of your new purchasing card.
• Register for Access Online: To gain online access to your purchasing card account, visit U.S. Bank’s Access Online and click Register Online. Then follow the registration instructions outlined in Procedure 3013.8 – How to Enroll in Real-Time Alerts.

Complete details of the process are included in Procedure 3013.1 (Purchasing Card) or Procedure 3013.9 (Department Purchasing Card).

Only the individual whose name is embossed on a purchasing card is allowed to use that card to make purchases. Cardholders may not share their cards or account numbers with others; however, a cardholder may use the purchasing card to make purchases on behalf of other employees or non-employees (e.g. airfare for another traveler). Full details are outlined in UW-3013 Purchasing Card Policy.

The purchasing card is only intended for purchases within the University’s $5,000 best-judgment purchase limit.  If you need to make a purchase exceeding $5,000, please contact Purchasing Services.

Contact Purchasing Services

A vendor’s eligibility to do business with the University is contingent upon their compliance with various state statutes. Prior to making purchases, cardholders must ensure the intended vendor is not on either of State of Wisconsin’s two Ineligible Vendor Lists.

Ineligible Vendor Directory

The University is exempt from the payment of sales and use tax on purchases made in the state of Wisconsin and also has tax treaties with several other US states. For tax-exempt documents, see UWTravelWIse.

Wisconsin sales tax exemption

Sales tax exemption from other states

If you are unsure whether something is allowed to be purchased with your purchasing card, please see the list of Frequently Questioned Purchases.  Some of these items are allowable on the card and some are not.

View frequently questioned purchases

The purchasing card should not be used to make payments to other UW–Madison departments or UW System institutions. Instead, cardholders should utilize an internal billing payment method.

Transfer money to a different department

Cycle credit limits are automatically renewed at the beginning of each billing period. Billing cycle dates are available on the Biweekly Billing Cycle Calendar.

View 2024 Biweekly Billing Cycle Calendar (PDF)

To add/remove a Proxy Reconciler to assist in transaction reconciliation, submit the Account Update Request Form.

Account Update Request Form 

Submit the Account Update Request Form to request a change in your current account setup or an account cancellation.

Account Update Request Form

Your purchasing card comes with travel benefits from VISA, including emergency/roadside assistance and some insurance.

VISA guide to benefits (PDF)

Purchasing card transactions are reconciled in the Purchasing Card Module of the Shared Financial System (SFS). Cardholders, known as reconcilers in the module, may reference the Purchasing Card Reconciler Business Process Guide for instructions on reconciling transactions.

Log in to SFS Purchasing Card Reconciler Business Process Guide (PDF)

U.S. Bank may decline a purchasing card transaction for a variety of reasons. If you card is declined, contact U.S. Bank Customer Service at (800) 344-5696 or the Purchasing Card Program Manager to determine the reason for the decline.

View common decline reasons (PDF)

Purchasing card transactions must be disputed within 90 days of the transaction date. Contact U.S. Bank Customer Service at (800) 344-5696 to file a dispute.

Note: Fraudulent transactions should be reported as such and not disputed.

Please report lost or stolen cards to U.S. Bank Customer Service at (800) 344-5696 as soon as possible. If you believe your card may have been stolen on campus, please contact the UW–Madison Police Department at (608) 264-2677.

If you suspect fraudulent activity on your purchasing card, please contact the U.S. Bank Fraud Prevention Unit at (800) 523-9078.