3013.6 Purchasing Card Site Manager Access Online Use Procedure

Purchasing Card Site Manager Access Online Use Procedure

Purchasing Card Site Manager Access Online Use Procedure
Procedure # 3013.6
Rev.: 1
Effective Date: November 27, 2017

Download 3013.6 Purchasing Card Site Manager Access Online Use Procedure (pdf)

Related Policy: Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The UW-Madison Purchasing Card Program is designed to expedite the purchasing process and reduce the costs associated with processing low-dollar, best-judgment purchases. The site manager is the individual responsible for managing purchasing cards at the departmental or divisional level. This procedure provides the site manager with specific instructions on how to use U.S. Bank’s web-based transaction management tool, Access Online, to review account activity, perform cost allocations, and generate reporting.


II. Who is Affected by this Procedure

Site managers; Divisional Business Office staff


III. Procedure

Note: The Purchasing Card Program Manager creates the site manager’s profile in Access Online after receiving the completed and signed Purchasing Card Site Manager Form (see procedure 300.4).

A. Accessing and navigating in Access Online:

  1. Access the website at https://access.usbank.com and log in using the information provided by the Purchasing Card Program Manager.
    Note: If the site manager forgot the password, click Forgot your Password? Three failed login attempts will result in deactivation of the profile. If this happens, contact the Purchasing Card Program Manager or the U.S. Bank Access Online Help Desk for a new password.
  2. At initial login, change the password and establish three authentication questions when prompted. Review the legal text and click I agree.
  3. General navigation:
    1. Left navigation panel: Use the links on the left side of the screen to navigate through the various areas of Access Online.
    2. Back button: Do not click the back button or arrow in the web browser as it will cause the system to automatically log out of Access Online.
    3. Timing out: A pop-up will display after several minutes of inactivity to signal that the site manager is about to be logged out of Access Online. Click Resume session or Log Out.
    4. Logout: Click Log Out in the upper right-hand corner of the screen before closing the browser window.

 

B. Reviewing account information:

  1. Navigate to Account Information > Cardholder Account Profile.
  2. On the Cardholder Account Search page, either enter the cardholder’s last name/first name or use the percent sign (%) in the Last Name field to access all assigned cardholders. Click Search.
  3. Select the cardholder by clicking on the Purchasing link adjacent to the cardholder’s name.
  4. On the Cardholder Account Profile page, choose to view one of the following:
    1. View Account Profile: View account information such as cardholder’s demographic information, account details default accounting code and authorization limits.
    2. Account Authorizations: View recent account authorizations, including declined transactions (see the list of common decline reasons).

 

C. Reviewing card activity: Credit card activity posted to a cardholder’s account may be viewed at any time during or after a cycle (for up to twelve months). This review will determine which cardholders need to submit documentation at the end of each biweekly cycle.

  1. Navigate to Transaction Management > Card Account List. Access Online defaults to the current open cycle.

Figure 1: Screenshot of Card Account List in Access Online

2. Click on the Account Number for a particular cardholder to view the Transaction List for that cardholder.

3. If desired, review previous cycles by expanding the Managing Account Summary section and selecting an alternate cycle.

Figure 2: Screenshot of Search Criteria page in Access Online

 

D. Generating cardholder statements:

  1. At the end of each biweekly cycle, cardholders will receive email notification that a statement is available for them in Access Online. If required to generate a statement on a cardholder’s behalf, navigate to Account Information > Cardholder Account Statement.
  2. On the Cardholder Account Search page, either enter the cardholder’s last name/first name or use the percent sign (%) in the Last Name field to access all assigned cardholders. Click Search.
  3. Select the appropriate statement from the list of PDF documents.

 

E. Reallocating funds: Funding strings can be reallocated during an open biweekly cycle or until 5:00 p.m. on the Friday following the biweekly cycle close date.

  1. Navigate to Transaction Management > Transaction List.

2. On the Cardholder Account Search page, either enter the cardholder’s last name/first name or use the percent sign (%) in the Last Name field to access all assigned cardholders. Click Search.

3. Select the appropriate billing cycle from the Billing Cycle Close Date drop-down menu. The Transaction List will appear. See Figure 3 for a screenshot of the columns that display.

Figure 3: Screenshot of Cardholder Transaction List in Access Online

    1. Column descriptions:
      1. Select: This column is used to select transactions for reallocation. Select individual transactions by manually checking the boxes next to each desired transaction, or use the Check All Shown link underneath the transaction list to check every box.
      2. Status: This column indicates the status of a transaction. A “D” symbol () means the transaction has been disputed.
      3. Trans Date: This column shows the transaction date, which is the purchase date.
      4. Posting Date: This column indicates the date the bank posted the transaction in Access Online. The posting date determines which transactions appear on the cardholder statement.
      5. Merchant: This column indicates the vendor name.
      6. City/State: This column indicates the vendor location. If a phone number is listed, it means the order was likely placed over the phone or online.
      7. Amount: This column displays the total transaction amount in U.S. dollars, regardless of the originating currency. If the amount is a credit, it is followed by “CR.”
      8. Detail: This column indicates the level of detail passed to the bank by the vendor. A “three” symbol () indicates the vendor has reported level three detail, providing an itemization of what was purchased. To view level three data, click on either Trans Date or Accounting Code, then click the Transaction Line Items tab.
      9. Extracted Indicator (): This column is not used by UW-Madison. Disregard the information posted.
      10. Purchase ID: This column is not used by UW-Madison. Disregard the information posted.
      11. Allocated (): This column may contain up to three symbols that provide information about the reallocation options for each transaction. The “reallocated” symbol () indicates a transaction is reallocated. The “valid accounting code” symbol () indicates a funding string is valid. The “reallocation locked” symbol () indicates the biweekly cycle’s edit deadline has passed and no further allocation is allowed.
      12. Accounting Code: This column indicates the current funding allocation. If “Multiple” displays, the transaction has been split between multiple funding sources. Click Multiple to see the funding strings charged.
  1. Select the appropriate transaction(s) and reallocate the funding. Funding may be reallocated in a few different ways: one transaction at a time, multiple transactions at a time, or a mass reallocation of multiple transactions to the same funding source at once.
    1. Editing one transaction: Click on the Accounting Code for the transaction that needs to be reallocated. The Allocations page will display. Update the funding and click Save Allocations.
    2. Editing multiple transactions: Use the check boxes in the Select column or the Check All Shown link to select the transactions to be reallocated. Click Reallocate, update the funding, and click Save Allocations.
    3. Mass reallocation: Use the check boxes in the Select column or the Check All Shown link to select the transactions to be reallocated to the same funding source. Click Mass Reallocate, update the funding, and click Save Allocations.

    Note: The optional Description field at the end of each funding line allows for 10 alpha/numeric characters. This field carries over to Jrnl Ln Ref column in WISDM. Symbols may not be saved in the Description field.

 

F. Splitting transactions: A transaction may be split between up to 99 funding sources in Access Online.

  1. Navigate to the Transaction List.

2. Click on the Accounting Code for the transaction to split or use the check boxes in the Select column to select multiple transactions to split between the same funding sources. If allocating multiple transactions, click Add Aloc on the Transaction Management Reallocation Worksheet, then proceed to Step 4.

3. Enter the number of additional funding lines needed in the Additional Allocations(s) field and click Add. See Figure 4 below. 

Figure 4: Screenshot of Allocations tab

4. Split the transaction by dollar amount or percentage and enter the funding strings. For mass reallocations, the transaction can only be split by percentage.

5. Click Save Allocations.

 

G. Entering comments for individual transactions

  1. Navigate to the Transaction List.
  2. Click on Trans Date for the transaction. The Transaction Summary page will display.
  3. Click on the Comments tab.
  4. Enter comments and click Save Comments. The comment field allows up to 250 alpha/numeric characters.

 

H. Performing an edit check: Access Online uses a feature called Client Side Validation (CSV) to validate funding sources in real-time. Funding sources are validated when:

  • A new card is ordered in Access Online.
  • A transaction posts to a cardholder’s account.
  • A site manager updates the funding on a transaction.

All funding should be valid prior to the biweekly edit deadline. To ensure all funding is valid, review the Allocated column on the Transaction List and verify there is a “valid accounting code” symbol () on each line. See Figure 5 for an example of an error message received after attempting to reallocate to an invalid funding source.

Figure 5: Error message for reallocating to invalid funding source

 

I. Adding favorites: In Access Online, up to 25 funding strings per cardholder can be saved and then later selected from a drop-down menu when reallocating funding sources. To add a new favorite:

  1. Click Add as Favorite at the end of a funding line. See Figure 6 below.

Figure 6: Funding line with “Add as Favorite” option

2. On the next screen, add a name for the new favorite and click Save.

Note: Going forward, when transactions are edited for that cardholder, a new column will appear in the funding line that allows for application of the favorite(s) or the cardholder’s default funding string to the selected line without any manual entry.

 

J. Disputing transactions: To dispute transactions in Access Online:

  1. Navigate to the Transaction List.
  2. Click on Trans Date for the transaction to be disputed. The Summary tab will display.
  3. Scroll to the Dispute section.
  4. Click Dispute, select the appropriate reason, and then click Select.
  5. Provide the required information and click Continue.

Note: Track any further activity by expanding the Dispute History section at the bottom of the Summary tab. If necessary, disputes may be cancelled after they are initiated by clicking Cancel Dispute.


IV. Contact Roles and Responsibilities

A. Cardholder: responsible for complying with purchasing card policy and procedures and managing the purchasing card account.

B. Site manager: responsible for reviewing all assigned card activity, serving as the liaison between cardholders and the Purchasing Card Program Manager, and retaining all purchasing card documentation for the required timeframe (six years plus the current year).

C. Purchasing Card Program Manager: responsible for creating and maintaining user profiles in Access Online.

D. U.S. Bank: responsible for Access Online program maintenance.


V. Definitions

A. Access Online: the web-based transaction management tool used to support the Purchasing Card Program at UW-Madison.

B. Biweekly cycle: The purchasing card program cycles on a biweekly basis. At the end of each biweekly cycle, cardholders and site managers are required to review and reconcile purchasing card accounts.

C. Cardholder: The UW-Madison employee whose name appears on a purchasing card and who is responsible for all purchases made with that card.

D. Cycle credit limit: The maximum amount that can be spent with a purchasing card during a biweekly cycle.

E. Purchasing card: A university-liability credit card issued to a UW-Madison employee for businessrelated purchases.

F. Single purchase limit: The maximum amount that can be spent with the purchasing card on one transaction.

G. Site manager: the individual who manages purchasing cards at the departmental or divisional level.


VI. Related References


VII. Revisions

Procedure Number

3013.6

Date Approved

May 8, 2017

Revision Dates

11/27/17 – Updated software screen shots.

01/19/21 – Updated Procedure Number to 3013.6 from 300.6

 

3013.5 Purchasing Card Site Manager Review and Reconciliation Process Procedure

Purchasing Card Site Manager Review and Reconciliation Process Procedure

Purchasing Card Site Manager Review and Reconciliation Process Procedure
Procedure # 3013.5
Rev.: 0
Effective Date: May 8, 2017

Download 3013.5 Purchasing Card Site Manager Review and Reconciliation Process Procedure (pdf)

Related Policy: Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The UW-Madison Purchasing Card Program is designed to expedite the purchasing process and reduce the costs associated with processing low-dollar, best-judgment purchases. The site manager is the individual responsible for managing purchasing cards at the departmental or divisional level. This procedure provides the site manager with specific instructions on how to review and reconcile the purchasing cards assigned to him or her. The site manager must not make purchases with a purchasing card he or she manages.


II. Who is Affected by This Procedure?

Site managers; purchasing cardholders.


III. Procedure

A. Collect cardholder statements and supporting documentation from cardholders at the end of each biweekly purchasing card cycle (see Site Manager Editing Calendar).

B. Review posted transactions for policy compliance:

  1. Verify who made the purchase. A UW-Madison purchasing card may only be used by the employee whose name is embossed on the front of the card.
  2. Verify that the purchase is considered best-judgment and within the cardholder’s single purchase limit. The best-judgment purchase limit at UW-Madison is $5,000.
  3. Verify that the cardholder did not intentionally split transactions to avoid the single purchase limit and/or the best-judgment purchase limit. Note: A cardholder’s single purchase limit is noted at the top of the cardholder statement.
  4. Verify that purchases do not require special approvals (see UW-3043 Exceptions/Approvals/Special Handling).
  5. Verify that purchases of capital equipment and/or fabrications are allocated to a 46XX account code and a Purchasing Card Capital Equipment Documentation Form is included with the supporting documentation. Contact the Department Property Administrator or Property Control if help is needed.
  6. Verify that purchases related to the relocation of an incoming employee (e.g. payments to moving companies, temporary lodging, airfare for employee and family) are allocated to account code 2880, 2881 or 2883. Further, during the allocation process in Access Online, enter the incoming employee’s Employee ID in the Description field to ensure the expense is reported as taxable income for the new employee.
  7. Identify purchases that should have been made at Shop@UW.
  8. Verify that purchases are in compliance with UW-Madison policies:
    1. UW-3013 Purchasing Card Policy
    2. Policy & Procedure Index
    3. Frequently Questioned Purchases
  9. Identify purchases made from ineligible vendors (see the State of Wisconsin Ineligible Vendor Lists).
  10. Identify purchases made with internal vendors and encourage purchasers to use different mechanisms for making internal purchases.
  11. Identify sales and use tax paid in error. Question any sales tax charged unless the service or supply is used outside Wisconsin. If sales tax is paid in error in an amount greater than $25, verify that the cardholder has documented an attempt to recover the amount from the vendor.

C. Verify that required supporting documentation is included:

  1. Cardholder statement: Verify that the cardholder has signed and dated the cardholder statement (this cannot be a transaction activity report).
  2. Vendor receipts: Invoices, packing slips, cash register receipts, confirmation screens, service agreements, and registration forms are acceptable forms of documentation. All receipts should include the date of purchase, vendor name, items purchased, and prices. Any exceptions must be documented in writing. Note: The Purchasing Card Missing Receipt Form is available for occasional use only. Repeated use of the form should be addressed with the Purchasing Card Non-Compliance Form.
  3. Other supporting documentation: Other documentation may include agendas, attendee lists, conference brochures, etc., as required by Policy UW-3015.
  4. Business purpose: All purchases must include a business purpose. The business purpose must be clear to the site manager and/or an internal or external auditor without further inquiry. The business purpose may be recorded on the cardholder statement, a purchasing card log, or other supporting documentation.

D. Work with cardholders to rectify any instances of noncompliance:

  1. Noncompliant purchases:
    1. If appropriate, obtain the required supporting documentation and/or justification for the purchase in question.
    2. If necessary, instruct the cardholder to return the merchandise to the vendor for a full refund.
    3. If the noncompliant purchase cannot be returned for full credit, instruct the cardholder to reimburse the university with a personal check and the Check Deposit Form. Attach a copy of all reimbursement documentation to the cardholder statement.
  2. If the cardholder fails to rectify the situation prior to the biweekly edit deadline, complete the Purchasing Card Non-Compliance Form and send it to the cardholder.
  3. The cardholder has 10 days to respond upon receipt of the form.
  4. If the issue is not resolved within 10 days, route the form to the Divisional Business Office for review and recommended course of action.
  5. The Divisional Business Office indicates the recommended course of action on the reverse side of the form and routes the form to the Purchasing Card Program Manager.
  6. The Purchasing Card Program Manager reviews the form and takes action (e.g., issues a warning, suspends the account, closes the account).

E. Verify intended funding source(s):

  1. All purchasing card transactions are initially allocated to the cardholder’s default funding source in Access Online. The site manager has the ability to reallocate the transactions to more appropriate funding sources prior to the edit deadline following the end of each biweekly cycle (see the Site Manager Editing Calendar).
  2. Cardholders are instructed to indicate necessary funding changes on their cardholder statement. Site managers should review the requested funding changes for appropriateness (see Accounting Services Coding Information).

F. Sign and date the cardholder statement (not a transaction activity report) on the Supervisor/Site Manager line, verifying that the review process is complete. The statement should be signed within 30 days of the cycle close date.

G. Retain the purchasing card records for six years plus the current year in a central storage area that can be accessed by others in the department in the event of a change in site manager assignment. Electronic files containing all relevant documentation can be considered the official record provided the following requirements are met:

  1. All scanned documents are reviewed at the point of creation to ensure they are readable and unaltered. This review can be performed by the person scanning the document (e.g., the cardholder). Redaction of sensitive information in electronic records (e.g., credit card numbers) is considered an acceptable alteration.
  2. Quality control procedures are performed to verify that scanned records are readable and unaltered. Verification must be completed by someone other than the person who scanned the document (e.g., the site manager).
  3. Controls are in place to provide assurances that the electronic record cannot be altered without detection.
  4. The original paper records are kept a minimum of 30-90 days after scanning is complete to allow for any errors to be detected and corrected, if necessary.

IV. Contact Roles and Responsibilities

A. Cardholder: responsible for complying with purchasing card policy and procedures and managing the purchasing card account.

B. Site manager: responsible for reviewing all card activity, including cardholder statements, on a biweekly basis to verify that the cardholder provided all required documentation and adhered to purchasing card policies; acting as the main communication link between cardholders and the Purchasing Card Program Office; and retaining all purchasing card documentation for the required timeframe (six years plus the current year). Cardholders who are unsure who their site manager is should contact the Purchasing Card Program Manager.


V. Definitions

A. Access Online: the web-based transaction management tool used to support the Purchasing Card Program at UW-Madison.

B. Cardholder: the UW-Madison employee whose name appears on a purchasing card and who is responsible for all purchases made with that card.

C. Department Property Administrator (DPA): an individual in a department or division who serves as the liaison between that department or division and Property Control for all matters regarding capital equipment.

D. Site manager: the individual who manages purchasing cards at the departmental or divisional level.


VI. Related References


VII. Revisions

Procedure Number

3013.5

Date Approved

May 8, 2017

Revision Dates

May 8, 2017

July, 9 2020 – Increased tax tolerance level from $5 to $25.

01/19/21 – Updated Procedure Number to 3013.5 from 300.5

 

3013.4 How to become a Purchasing Card Site Manager Procedure

How to become a Purchasing Card Site Manager Procedure

How to become a Purchasing Card Site Manager Procedure
Procedure # 3013.4
Rev.: 0
Effective Date: May 8, 2017

Download 3013.4 How to become a Purchasing Card Site Manager Procedure (pdf)

Related Policy: Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The UW-Madison Purchasing Card Program is designed to expedite the purchasing process and reduce the costs associated with processing low-dollar, best-judgment purchases. The site manager is the individual responsible for managing purchasing cards at the departmental or divisional level. This procedure provides specific instructions on how to become a site manager.


II. Who is Affected by This Procedure

Site managers; department chairs; Divisional Business Office staff; Division of Business Services, Accounting Services staff; the Division of Business Services Purchasing Card Program Manager.


III. Procedure

A. The department’s administrative staff and the respective Divisional Business Office identify:

  1. An employee who will be assigned the site manager responsibilities.
  2. The cardholders the site manager will support.

B. The identified site manager completes the Purchasing Card Site Manager Form and routes it to the department chair and Divisional Business Office for signatures.

C. Once all signatures have been received, the Divisional Business Office routes the form to the Purchasing Card Program Manager.

D. The identified site manager registers for and attends required purchasing card training sessions.

E. The Purchasing Card Program Manager creates a profile, including assigned cardholders, for the new site manager in U.S. Bank’s web-based transaction management tool, Access Online, and adds the individual to the Site Manager Email Distribution List.

F. The Purchasing Card Program Manager emails Access Online login information to the site manager.


IV. Contact Roles and Responsibilities

A. Departmental staff/Divisional Business Office staff: responsible for identification and approval of the site manager.

B. Purchasing Card Program Manager: responsible for setting up the site manager’s profile, ensuring the site manager is trained, and communicating login information.

C. Site manager: responsible for submitting the Purchasing Card Site Manager Form, attending required purchasing card training, reviewing all card activity, acting as the liaison between cardholders and the Purchasing Card Program Office, and retaining all purchasing card documentation for the required timeframe (six years plus the current year).


V. Definitions

A. Access Online: the web-based transaction management tool used to support the Purchasing Card Program at UW-Madison.

B. Site manager: the individual responsible for managing purchasing cards at the departmental or divisional level.


VI. Related References


VII. Revisions

Procedure Number

3013.4

Date Approved

May 8, 2017

Revision Dates

01/19/21 – Updated Procedure Number to 3013.4 from 300.4

 

3013.3 Purchasing Card Deactivation Procedure

Purchasing Card Deactivation Procedure

Purchasing Card Deactivation Procedure
Procedure # 3013.3
Rev.: 0
Effective Date: May 8, 2017

Download 3013.3 Purchasing Card Deactivation Procedure (pdf)

Related Policy: Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Deactivation of a purchasing card should be initiated by the cardholder or site manager prior to the cardholder’s last day of employment with the sponsoring department. The Purchasing Card Program Manager initiates the deactivation of a card when an employee transfers from a sponsoring department without notification, an account is identified as idle (and not designated for emergency purposes), or because of negligent use identified through auditing or monitoring. Details are outlined below.


II. Who is Affected by this Procedure

Employees who are assigned a purchasing card; site managers; Divisional Business Office staff; the Division of Business Services Purchasing Card Program Manager.


III. Procedure

A. Deactivation initiated by cardholder or site manager:

  1. The cardholder or site manager fills out an Account Update Request Form and submits it for approval to the Divisional Business Office prior to the cardholder’s last day of employment with the sponsoring department (if the cardholder fills out the form, he or she must obtain the site manager’s signature before submitting the form to the Divisional Business Office). The cardholder or site manager destroys the card.
    Note: Under no circumstances should the department continue to use the card.
  2. The Divisional Business Office routes the form to the Purchasing Card Program Manager who deactivates the card and documents the card cancellation.

 

B. Deactivation initiated by Purchasing Card Program Manager:

  1. The Purchasing Card Program Manager:
    1. Monitors monthly Office of Human Resources (OHR) reports to identify employees who have transferred from the department sponsoring the card or who are no longer UW-Madison employees.
    2. Runs a monthly query to identify idle accounts (e.g., a card has not been used in over 12 months) where no justification has been provided for keeping the card activated.
      Note: This excludes cards designated for emergency purposes as part of the campus Continuity of Operations Plan.
    3. Oversees regular audit and monitoring activities.

IV. Contact Roles and Responsibilities

A. Cardholder: responsible for completing (including obtaining the site manager signature) and submitting an Account Update Request Form and destroying the card.

B. Site manager: responsible for signing the Account Update Request Form and routing it to the Divisional Business Office (also responsible for completing the form and destroying the card if the cardholder fails to do so prior to the last day of employment with the sponsoring department).

C. Divisional Business Office: responsible for signing the Account Update Request Form and routing it to the Purchasing Card Program Manager.

D. Purchasing Card Program Manager: responsible for deactivating the card, monitoring OHR reports, running a monthly query for card activity, and retaining documentation.


V. Definitions

A. Cardholder: the UW-Madison employee whose name appears on a purchasing card and who is responsible for all purchases made with that card.

B. Deactivation: a change in account status that forces all authorization requests to decline.

C. Idle account: an account that has not been used for a minimum of 12 months.

D. Purchasing Card Program Manager: the individual appointed by the Accounting Services unit in the Division of Business Services to manage, coordinate, and control purchasing cards for campus.

E. Site manager: the individual responsible for managing the purchasing cards for a department or division.


VI. Related References


VII. Revisions

Procedure Number

300.3

Date Approved

May 8, 2017

Revision Dates

01/19/21 – Updated Procedure Number to 3013.3 from 300.3

 

3013.2 Purchasing Card Use and Account Management Procedure

Purchasing Card Use and Account Management Procedure

Purchasing Card Use and Account Management Procedure
Procedure # 3013.2
Rev.: 0
Effective Date: May 8, 2017

Related Policy: UW-3013 Purchasing Card
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The UW-Madison purchasing card is for UW-Madison business purchases only. There are specific procedures that govern its use, including those for working with vendors, obtaining appropriate supporting documentation, handling returns, reviewing account statements, and generally managing the purchasing card account.


II. Who is Affected by This Procedure

Employees who are assigned a purchasing card; site managers; Divisional Business Office staff; the Division of Business Services Purchasing Card Program Manager; Purchasing Services staff.


III. Procedure

A. Things to consider before using a purchasing card: In many cases, the purchasing card may not be the best or most appropriate method of payment. The cardholder should consider the following before making a purchase with the card:

  1. Card limits: Know the limits for the card. The cycle credit limit and single purchase limit can be obtained from the site manager or the Purchasing Card Program Manager. Do not exceed the single purchase limit by splitting purchasing transactions.
  2. Best-judgment purchase limit: The best-judgment purchase limit at UW-Madison is $5,000. Purchases that exceed the best-judgment purchase limit must be coordinated through UW-Madison Purchasing Services. The purchasing card may not be used to make purchases that exceed this limit.
  3. Contracted vendors: Use the Purchasing Services contract vendor directory to identify contracted vendors and negotiated discount pricing. Purchases from non-contracted vendors may require additional justification. Contact Purchasing Services.
  4. Shop@UW: Whenever possible, purchase items from UW-Madison’s contracted vendors via Shop@UW. Check the online supplier catalogues for the item(s) needed prior to using the purchasing card with a non-contracted vendor. Using Shop@UW guarantees contract pricing and tax exemption. More information can be found at Shop@UW.
  5. Vendor’s eligibility to do business with UW-Madison: A vendor’s eligibility to do business with UW-Madison is contingent upon its compliance with state statutes. A number of vendors have been deemed ineligible by the State of Wisconsin because they are not compliant with our state tax laws or affirmative action employment requirements. The cardholder must not conduct business with vendors on either of the ineligible vendor lists.
  6. Alternate methods of making internal purchases: While many internal vendors (e.g., DoIT Tech Store, campus catering, campus libraries, campus printing services) accept payments by credit card, the purchasing card should not be used for purchases between UW-Madison units. Vendors pay a transaction fee for all purchases made with a credit card. Departments should instead use the Inter Departmental Billing Form or other internal billing method for payments to other campus units in order to avoid these credit card processing fees.
  7. Purchases that require special approval or special handling: Some products and services require special approval or special handling and may not be purchased without adhering to requirements found in UW-3043 Exceptions/Approvals/Special Handling Policy.
  8. Purchases that involve capital equipment and/or fabrications of capital equipment: Purchases meeting the definition of capital equipment and/or fabrication have additional procedures and forms that must be completed prior to the purchase. If the coding of the expense uses an account code in the 46XX range, refer to the UW-3008 Capital Equipment Policy and accompanying procedures, and contact the Department Property Administrator or property@bussvc.wisc.edu for additional instructions.
  9. Frequently questioned purchases: For additional information on items or services allowed to be purchased with the purchasing card, refer to the list of Frequently Questioned Purchases. Some of the items on this list are allowable and some are not. Read the whole explanation before determining if the card can be used.

B. Making a purchase:

  1. Determine the appropriate vendor for the materials or services needed. See section A, 3-5.
  2. Provide the purchasing card information to the vendor (e.g., account number, expiration date, Card Verification Value [CVV] number).
  3. For the “Bill to” address, provide the vendor with the department address (as submitted on the card application). Do not use generic campus addresses (e.g., 21 North Park Street).
  4. For the “Ship to” address (if the purchase requires a shipment of materials), provide a campus address. If the purchase must be shipped off campus, the cardholder must provide a reasonable justification in the supporting documentation.
  5. Provide the vendor with the appropriate tax exempt information. (Note: UW-Madison is exempt from state sales and use tax for purchases made from vendors in Wisconsin and in other states with which we have treaties).
  6. Ask whether the vendor offers educational or governmental rates or discounts.
  7. Obtain required vendor documentation or receipts for all transactions regardless of the dollar amount. Required vendor documentation includes at least one of the following:
    1. Invoice (a packing slip is acceptable if no invoice is available and the cardholder includes a hand-written itemization)
    2. Confirmation screenshot or email
    3. Itemized cash register receipt
    4. Registration form with pricing detail
    5. Service agreement with pricing detail

    Note: If supporting documentation has been lost or destroyed, contact the vendor for a copy. If a copy cannot be obtained from the vendor, complete a Missing Receipt Form.

  8. Obtain other supporting documentation, when required:
    1. For documentation requirements for travel: see section 310 of the Business Services policy and procedure index.
    2. For documentation requirements for business meals and events: see UW-3039 Business Meals.
    3. For documentation requirements for gift cards: see UW-3027 Gift Card Policy.
    4. For documentation requirements involving capital equipment purchases (account series 46XX) including capital equipment fabrications: complete the Purchasing Card Capital Equipment Documentation Form on the day of purchase. Prior to submission, print a copy of the form to retain with purchasing card supporting documentation. Refer to Procedure 3008.4 – Fabricated Capital Equipment for more information, or contact the Department Property Administrator for your area.
  9. Ensure appropriate receipt of materials and services and follow up with vendors to resolve any discrepancies.

C. Returning or requesting a refund for goods or services:When returning an item or requesting a credit for services bought with the purchasing card, the cardholder should request that the credit be issued to the card used for the purchase. Cardholders may not accept a refund in cash or in-store credit to be used for another purchase. Since no new authorization is required, credits may be posted to closed purchasing card accounts.

Note:  If the original purchase was coded to a capital equipment account code (series 46XX), contact property@bussvc.wisc.edu and the Department Property Administrator.

D. Cardholder statement availability: The purchasing card cycle is two weeks. The cardholder statement is automatically generated on a biweekly basis (see the current Cardholder Editing Calendar for the two-week cycle dates). The cardholder will receive an email notification when the statement is available and must log in to Access Online to view it.  The statement contains the vendor name, transaction date, total dollar amount, and default funding string for each transaction posted in the previous two-week cycle.

E. Completing end-of-cycle reconciliation: At the end of each biweekly purchasing card cycle, the cardholder is required to:

  1. Access, print, and review the cardholder statement verifying that the posted transactions are legitimate. For any unrecognizable or disputed transactions, the cardholder must follow up using the steps in section F.
  2. If sales tax was paid in error in an amount greater than $25, contact the vendor to obtain a refund. Document the date and action taken on the supporting documentation for the charge.
  3. Attach appropriate supporting documentation for each transaction posted. See section B, 7-8, for supporting documentation requirements.
  4. Indicate necessary funding changes in the “Reallocate Funding To” field on the cardholder statement.
  5. Indicate the business purpose for each transaction either in the “Business Purpose” field on the cardholder statement or directly on supporting documentation (e.g., vendor receipt).
  6. Sign and date the cardholder statement.
  7. Forward the cardholder statement and all supporting documentation to the site manager. Allow sufficient time for the site manager to review, allocate, and approve the transactions prior to the biweekly deadline (one week after the cycle close date).

F. Following up on unrecognizable or disputed transactions: It is the cardholder’s responsibility to follow up on any unrecognizable transactions that post to the account. To do this, the cardholder must first determine if business has been conducted with the vendor in the past:

  1. If yes, the cardholder should contact the vendor to see if they are able to explain the charge or clear up any discrepancies. If the vendor is unwilling or unable to rectify the situation, the cardholder must work with the site manager to dispute the transaction via Access Online. The disputed amount(s) will be credited back to the cardholder’s account on a subsequent statement.

    Note
    : Per U.S. Bank, transactions must be disputed within 90 days of the transaction date.
  2. If no, the cardholder must contact the U.S. Bank Fraud Investigation Unit at (800) 523-9078. The bank will initiate a fraud claim and send a fraud form to be completed by the cardholder. The fraudulent amount(s) will be credited back to the cardholder’s account, the account will be closed, a new account will be opened, and a new card will be sent directly to the cardholder.

    Note
    : Per U.S. Bank, fraud must be disputed within 60 days of the transaction date.

G. Updating account information: To update account information (e.g., demographic information, credit limits, default funding), the cardholder should complete the Account Update Request Form, obtain the appropriate approvals, and route the form to the Purchasing Card Program Office.

Note: Cards cannot be transferred from one individual to another or from one department to another (e.g., in the event of an employee transfer).

H. Renewing a purchasing card: Purchasing cards automatically renew every four years provided the cardholder has successfully completed required annual refresher training. Renewed cards are mailed directly to the cardholder at the address indicated on the cardholder statement, at the end of the month prior to expiration. Cards remain active until the end of the month in which they expire.

I. Warning and card revocation: If, as a result of an audit or monitoring, a transaction is found to violate UW-Madison Purchasing Card Policy or Procedures, the following will occur:

  1. If the cardholder has not had a violation within the previous one-year period, the cardholder will receive a written warning from the Purchasing Card Program Manager. A copy of the written warning will also be sent to the site manager, the divisional Chief Financial Officer, the Controller, and the Assistant Vice Chancellor for Business Services. The written warning will remain on file in the Purchasing Card Program Office for one year. One year from the date of the communication, the warning will be expunged.
  2. If the cardholder has two violations within a one-year period, all purchasing cards issued to the cardholder will be revoked. After one year, the employee may reapply for a purchasing card. If the application is approved, the employee will be required to attend purchasing card training. During the one year revocation period, the former cardholder is ineligible for all roles associated with the purchasing card program, including being an authorized user of a Department Purchasing Card or serving as a purchasing card site manager.

IV. Contact Roles and Responsibilities

A. Cardholder: responsible for complying with purchasing card policy and procedures and managing the purchasing card account.

B. Site manager: responsible for reviewing all assigned card activity, serving as the liaison between cardholders and the Purchasing Card Program Manager, and retaining all purchasing card documentation for the required timeframe (six years plus the current year).

C. Purchasing Card Program Manager: responsible for overseeing the Purchasing Card Program at the campus level, providing training and resources for cardholders and site managers, and collaborating with campus leadership and program stakeholders to continuously review and improve the program.


V. Definitions

A. Access Online: the web-based transaction management tool used to support the Purchasing Card Program at UW-Madison.

B. Cardholder statement: an electronic document containing card transaction detail; generated biweekly by U.S. Bank and accessible to cardholders via Access Online.

C. Department Property Administrator (DPA): an individual in a department or division who serves as the liaison between that department or division and Property Control for all matters regarding capital equipment.

D. Shop@UW: a UW-Madison eCommerce marketplace staffed by the Division of Business Services. It provides online ordering for purchasing contracts.

E. Site manager: the individual who manages purchasing cards at the departmental level. The site manager is responsible for reviewing all card activity, acting as the main communication link between cardholders and the Purchasing Card Program Office, and retaining all purchasing card documentation for the required timeframe (six years plus the current year). Cardholders who are unsure who their site manager is should contact pcard@bussvc.wisc.edu.


VI. Related References


VII. Revisions

Procedure Number

3013.2

Date Approved

May 8, 2017

Revision Dates

May 8, 2017

July 13, 2018: Updated deadlines for filing disputes and claiming fraud.

August 14, 2019: Updated links due to Business Services web redesign.

August 15, 2019: Added procedure for requesting
sales tax refund (previously noted in Procedure
300.5).
September 20, 2019: Updated Warning/Revocation section to include ineligibility for use of Department Card and site manager role if purchasing card is revoked.

July 9, 2020
Increased tax tolerance level from $5 to $25; decreased warning life from two years to one year.

01/19/21 – Updated Procedure Number to 3013.2 from 300.2

 

 

3013.1 Purchasing Card Application, Activation and Registration Procedure

Purchasing Card Application, Activation and Registration Procedure

Purchasing Card Application, Activation and Registration Procedure
Procedure # 3013.1
Rev.: 3
Effective Date: May 8, 2017

Download 3013.1 Purchasing Card Application, Activation and Registration Procedure (pdf)

Related Policy: Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The UW-Madison purchasing card is a VISA card issued through and supported by U.S. Bank. The card is sponsored by the employing department and is authorized for use for UW-Madison business only. The Purchasing Card Program Office in the Division of Business Services administers the Purchasing Card Program. To obtain a purchasing card, an employee must complete an Automated Purchasing Card Application and Agreement and attend mandatory training. All applications are subject to the approval of the applicant’s supervisor, site manager, Divisional Business Office, Purchasing Card Program Manager, and in some cases, the Office of Research and Sponsored Programs. After receiving a purchasing card, the employee must activate the card and register in Access Online. Details are outlined below.


II. Who is Affected by This Procedure

Employees who apply for purchasing cards; site managers; Divisional Business Office staff; the Division of Business Services Purchasing Card Program Manager; Research and Sponsored Programs staff.


III. Procedure

A. Card application: To apply for a purchasing card, an employee must complete and submit the Automated Purchasing Card Application & Agreement. Once submitted, the application routes electronically to the assigned site manager.

B. Approval process:

  1. Supervisor approval: The supervisor reviews the application.  If the application is not approved, an automated email is sent notifying the applicant the application was not approved.  If the application is approved, it is routed to the site manager.
  2. Site manager approval: The site manager reviews the application. If the application is not approved, an automated email is sent notifying the applicant the application was not approved. If the application is approved, it is routed to the Divisional Business Office.
  3. Divisional Business Office approval: The Divisional Business Office reviews the application. If the application is not approved, an automated email is sent notifying the applicant the application was not approved. If the application is approved, it is routed to the Purchasing Card Program Manager or, if the requested default funding includes a sponsored project, to the Office of Research and Sponsored Programs.
  4. Office of Research and Sponsored Programs approval (only required if default funding includes a sponsored project): The Office of Research and Sponsored Programs reviews the application for the appropriateness of using sponsored funds (133/144) as the default funding source. If the application is not approved, an automated email is sent notifying the applicant the application was not approved. If the application is approved, it is routed to the Purchasing Card Program Manager.
  5. Purchasing Card Program Manager approval: The Purchasing Card Program Manager reviews the application and confirms whether the applicant is eligible to receive a purchasing card based on prior audit or monitoring findings. If the applicant is ineligible, the Purchasing Card Program Manager notifies the applicant, the site manager, and the Divisional Business Office that the application was not approved. If the applicant is eligible, the Purchasing Card Program Manager verifies the applicant has completed the required training.  If the applicant has not completed the required training, the Purchasing Card Program Manager notifies the applicant of the training requirement and retains the application without ordering the purchasing card from U.S. Bank.  If the applicant has completed the required training, the Purchasing Card Program Manager approves the application and orders the card from U.S. Bank. 

C. Training: Before the Purchasing Card Program Manager orders a purchasing card from U.S. Bank, the applicant must attend Purchasing Card Policies and Procedures training.

D. Card distribution: U.S. Bank mails the purchasing card directly to the applicant at the department address indicated in the Automated Purchasing Card Application and Agreement

E. Card activation: Cards may be activated online or via phone:

  1. Online
    • Navigate to https://access.usbank.com.
    • On the login screen, click Activate Your Card.
    • Enter the requested information (card number, expiration date, last 4 digits of business phone number).
    • The cardholder will be sent two emails to the email address on file for the account, one with a unique activation link and another with an activation code. Follow the link in the first email to enter the code from the second email.  The link and activation code are valid for 20 minutes.  If this time lapses, the cardholder should begin the process again.
  2. Phone
    • Contact U.S. Bank Customer Service at (800) 344-5696.
    • When prompted for the last four digits of the Social Security number or Employee ID, enter four zeroes. 

F. Cardholder signature: For security purposes, the cardholder must sign the back of the purchasing card.

G. Access Online registration: Registration enables email notification when a statement is available in Access Online. If a cardholder has multiple cards, all of the cards may be registered under one profile. To register, the cardholder follows these steps:

  1. Navigate to https://access.usbank.com.
  2. Click Register Online.
  3. Enter the following information:
    1. Organization Short Name: uwmdsn
    2. Account Number: The 16-digit account number located on the front of the new card.
    3. Account Expiration Date: The month/year of expiration located on the front of the new card.
  4. Click Register This Account.

    Note
    : If the cardholder has more than one card to register, the cardholder should click Additional Account, enter the additional account information, and click Save List.
  5. Establish a User ID and password.
  6. Select three unique authentication questions and answers to be used in the event that the password is forgotten when attempting to log in.Note: If a cardholder forgets the User ID, the authentication questions will not be helpful. The cardholder will likely be asked questions that were not previously answered and will be unable to log into the system. If this happens, the cardholder should contact pcard@bussvc.wisc.edu.
  7. Enter cardholder contact information and click Continue.
  8. Click My Personal Information in the left navigation panel.
  9. Click Email Notification.
  10. Under the Statement Notification section, change the status dropdown to Enabled.
  11. Click Save.

Once this registration process is complete, the cardholder is able to begin using the purchasing card

H. Real-Time Alerts: To enroll in real-time alerts via text message or email, see Procedure 3013.8 – How to Enroll in Real-Time Alerts.


IV. Contact Roles and Responsibilities

A. Applicant/Cardholder: responsible for submitting an application, enrolling in and attending the mandatory purchasing card training, activating the card, and registering the card in Access Online.

B. Supervisor: responsible for reviewing and approving the application.

C. Site manager: responsible for reviewing and approving the application (review includes default funding and credit limits), reviewing all card activity, acting as the liaison between cardholders and the Purchasing Card Program Office, and retaining all purchasing card documentation for the required timeframe (six years plus the current year).

D. Divisional Business Office: responsible for reviewing and approving the application (review includes default funding and credit limits).

E. Office of Research and Sponsored Programs: responsible for reviewing the application for the appropriateness of using sponsored funds (133/144) as the default funding source.

F. Purchasing Card Program Manager: responsible for reviewing the application for eligibility, ordering the card from U.S. Bank, training, and retaining documentation.

G. U.S. Bank: responsible for processing the card request, producing the card, sending the card to the applicant, and making activation and Access Online available to the applicant.


V. Definitions

A. Access Online: the web-based transaction management tool used to support the Purchasing Card Program at UW-Madison.

B. Personal identification number (PIN): the identifying number assigned to the cardholder by U.S. Bank and used for validating electronic transactions. The PIN may be required for in-person purchases.

C. Site manager: the individual who manages purchasing cards at the departmental or divisional level.

D. Purchasing Card Program Manager: the individual appointed by the Accounting Services unit in the Division of Business Services to manage, coordinate, and control purchasing cards for campus.


VI. Related References


VII. Revisions

Procedure Number

300.1

Date Approved

May 8, 2017

Revision Dates

May 8, 2017

June 21, 2017 – remove Travel Card training option.

March 28, 2018 – add role of applicant’s Supervisor in Section I Procedure Statement and Section III Procedure.

May 4, 2018 –Updated card distribution process; purchasing cards are delivered directly to the applicant

01/19/21 – Updated Procedure Number to 3013.1 from 300.1