The Purchasing Card Post-System Close reconciliation form is used to document purchasing card reconciliation when a transaction was not reconciled within 30 days and then posted to the general ledger without required cardholder verification and site manager approval. Please complete as instructed below within 14 days of receipt of this memo.
The Purchasing Card Post-System Close Reconciliation form is used to document purchasing card (P-card) reconciliation when a transaction was not reconciled within 30 days and then posted to the general ledger without required cardholder verification and site manager approval. Please complete the form within 14 days of receipt of the memo.
Download the Purchasing Card Post-System Close Reconciliation Form (PDF)
Department Purchasing Card Pre-Authorization Form - Purchasing Card related
Department Purchasing Card Application -Purchasing Card related
This application is for a Department Purchasing Card, not a standard purchasing card. The Department Purchasing Card requires additional training and supporting documentation, but can be used by multiple individuals. Standard purchasing card application information
Download Department Purchasing Card Application (PDF)
Hotel Reservation Fax Sheet - Purchasing Card related
Purchasing Card Non-Compliance Form
Site Manager Form - Purchasing card related
This is the form you complete when adding a new site manager. The site manager agrees to several responsibilities, which are approved by the department chair and divisional business office representative.
Download Site Manager Agreement (PDF)
Account Update Request - For Purchasing Card Accounts
Use this form to change account information related to a purchasing card. Includes the option to close an account, change certain cardholder info, change certain funding information, request limit adjustments, and request a proxy reconciler.
Download Account Update Request Form (PDF)
Gift Card Recipient Log
A workbook to log details about the recipients of gift cards purchased with a UW–Madison purchasing card. Amount, name of recipient, date of gift receipt, and other information are required.
Download Gift Card Recipient Log (Excel)
Missing Receipt Form
This form is to be used on rare occasions when vendor documentation is lost or unavailable. Frequent use of this form will be considered non-compliant with Purchasing Card Program policies and procedures.
Download Purchasing Card Missing Receipt Form (PDF)
Gift Card Approval Form
This is the form you must complete to justify the purchase of gift cards with a UW purchasing card.
Download Gift Card Approval Form (PDF)