The University of Wisconsin–Madison maintains a series of Custodian Funds, including Change Funds. Change Funds are used by departments that oversee retail operations and cash registers, which require coin/currency handling.
Custodian obtains the NR Number from the NR Number Generator. The NR Number from the NR Number Generator is required on some of the necessary forms for opening a Change Fund.
Custodian composes a Letter of Justification explaining the purpose of the change fund.
Notify the Dean/Director’s office and Cash Management when there is a change in Custodian and/or Reconciler and prepare applicable Custodian Fund forms.
Respond to Cash Management’s annual review request.
The University of Wisconsin–Madison maintains administrative bank accounts for departments within the Division of Business Services. For example, UW–Madison’s main deposit bank account is considered an administrative bank account.
Contact Cash Management via the Custodian Funds email address (cstdnfnd@bussvc.wisc.edu) to discuss the process of setting up an Administrative Bank Account.
The following forms will be required once the set up process is determined with Cash Management:
The University of Wisconsin–Madison maintains Transaction Balance Account (TBA) bank accounts for campus departments with a large volume of deposits. Thus, a TBA is a deposit bank account used for tracking a specific department’s deposits. The total daily deposit amount for a TBA is transferred to the UW-Madison’s main deposit account at the end of each day.
The University of Wisconsin–Madison maintains a series of funds, including Contingent Checking Accounts, to assist in situations where use of the accounts payable process or a University Purchasing Card is not appropriate. Contingent Checking Accounts are used to pay authorized vendors by check when the purchasing card cannot be used and when the accounts payable process is not an option.
Custodian obtains the NR Number from the NR Number Generator. The NR Number from the NR Number Generator is required on some of the necessary forms for opening a Contingent Checking Account.
Custodian composes a Letter of Justification explaining the purpose of the study and how it is linked to the project.
Custodian completes the following forms and obtains the necessary departmental approvals:
Custodian e-mails the Cash Management Office (cstdnfnd@bussvc.wisc.edu) to obtain a US Bank Authorized Signature Form. Custodian then provides the Signers with the US Bank Authorized Signature Form.
Signers sign the US Bank Authorized Signature Form and provides it to the Custodian.
Custodian routes the Letter of Justification and signed forms to the Dean/Director’s office.
Dean/Director’s office reviews the documents and signs the necessary forms.
Dean/Director’s office keeps a copy of the forms for internal records.
Dean/Director’s office sends the original via inter-d mail or e-mail to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
Cash Management processes the opening request.
Cash Management will notify the department when the US Bank checking account is set up and funds are deposited.
The Custodian can check WISER using account code 6167, on the balance sheet, to see if the request has been processed.
Maintaining Contingent Checking Account
Reconciliations
Reconciler completes and documents monthly bank reconciliations between the US Bank SinglePoint bank statement and the check register on the Bank Reconciliation Worksheet within 30 days of month end.
Reconciler submits the monthly bank reconciliation and check register to Cash Management via the Custodian Funds System and their Business Office within 30 days of month end.
Replenishments
Reconciler obtains the expense log, invoices, and completes the Custodian Fund Accounting Form to replenish the Contingent Checking Account at least every 90 days, based on activity.
Reconciler obtains necessary departmental approvals for the Custodian Fund Accounting Form.
Custodian routes the completed/signed Custodian Fund Accounting Form, expense log, and invoices to the Dean/Director’s office for review and approval.
Dean/Director’s office reviews the documents and signs the Custodian Fund Accounting Form.
Dean/Director’s office keeps a copy of the forms for internal records.
Dean/Director’s office sends the original forms via inter-d mail or email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu) for processing.
Cash Management processes the replenishment request.
Other
Any errors on the bank account are to be reported by the Reconciler within 30 days of month end to Cash Management via e-mail to cstdnfnd@bussvc.wisc.edu and your units’ Business Office.
Reconciler is to ensure stop payments are placed for 24 months on all checks older than 90 days old by using US Bank SinglePoint.
Respond to Cash Management’s periodic review request.
Closing Contingent Checking Account
Custodian completes the Custodian Fund Accounting Form and obtains the expense log.
Custodian obtains the necessary departmental approvals for the Custodian Fund Accounting Form.
The remaining checks are shredded by two individuals and the Check Shred Confirmation statement is signed by both individuals.
Custodian routes the completed/signed Custodian Fund Accounting Form, expense log, and check shred confirmation to the Dean/Director’s office.
Dean/Director’s office reviews documents and signs the Custodian Fund Accounting Form.
Dean/Director’s office keeps a copy of the forms for internal records.
Dean/Director’s office sends the original forms via inter-d mail or email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
Custodian: UW–Madison employee who is responsible for monitoring the bank account activity.
Signer: UW–Madison employee responsible for writing and signing checks to the appropriate recipient and responsible for ensuring all checks are logged and accounted for.
Reconciler: UW–Madison employee who is responsible for performing and submitting monthly reconciliations.
The University of Wisconsin–Madison conducts research studies that are less than 1 year and the research participants are compensated with payment by cash or gift cards. Temporary Funds are used when the research participant study will be for less than 1 year. Thus, it is not feasible to set up a UW–Madison checking account.
This procedure applies to all Deans, Directors, Financial Officers, and staff involved with research participant studies that provide payments by cash or gift card to research participants.
Custodian obtains the NR Number from the NR Number Generator. The NR Number from the NR Number Generator is required on some of the necessary forms for opening a Temporary Fund.
Custodian completes the following forms and obtains the necessary departmental approvals:
Custodian Fund Request Form, including the justification on the form explaining the purpose of the study and how it is linked to the project.
If 133 or 144 funds will be used to purchase gift cards, the Custodian or Dean/Director’s office needs to obtain written approval from Research and Sponsored Programs (RSP).
Custodian routes the signed forms and if applicable written approval from RSP to purchase gift cards and/or the exempt self-certification paperwork from the Institutional Review Board (IRB) to the Dean/Director’s office.
Dean/Director’s office verifies that the Custodian needs a Temporary Fund by verifying that:
The research study will be for less than 1 year.
The research study has an IRB Number or self-certification paperwork showing that no IRB approval or certification is necessary.
Each payment to a research participant will be $249 or less.
The payment to each research participant is by cash or gift cards.
Dean/Director’s office verifies accurate funding information.
Dean/Director’s office reviews the documentation and signs the necessary forms.
Dean/Director’s office keeps a copy of the forms for internal records.
Dean/Director’s office sends the original forms via inter-d mail or email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
Cash Management processes the request. Custodian Fund Requests will be processed no sooner than 15 business days before the beginning date indicated on the Custodian Fund Request Form. Accounting Services will either mail a check to the address indicated on the Custodian Fund Request Form or the check will be available for pick-up. See UW-3007 Check Distribution Policy for more information.
Note: Once Cash Management receives the request, it takes 7 to 15 business days for a request to route through the system before a check is issued.
The Custodian can check WISER using account code 6167, on the balance sheet, to see if the request has been processed. On the Transaction Search page in WISER, ensure the Show Balance Account checkbox is checked. Further instructions on checking the status of a Temporary Fund Request: Checking Status of Temporary Fund Request (Training Video)
Custodian obtains the necessary departmental approvals for the Custodian Fund Accounting Form.
If the full amount of the Temporary Fund is not used, the Custodian writes a personal check to the University of Wisconsin – Madison for the remainder of the Temporary Fund that was not distributed to research participants.
Custodian routes the completed/signed Custodian Fund Accounting Form, research participant log, and if necessary the personal check to the Dean/Director’s office.
Dean/Director’s office reviews the documents and signs the Custodian Fund Accounting Form.
Dean/Director’s office keeps a copy of the documents for internal records.
Dean/Director’s office sends the original documents and if necessary a personal check from the Custodian to the Cash Management Office. Ensure the personal check is restrictively endorsed “For Deposit Only” on the back of the check.
Dean/Director’s office sends the original documents and if necessary a personal check from the Custodian to the Cash Management Office. Ensure the personal check is restrictively endorsed “For Deposit Only” on the back of the check. Documents can also be sent via email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
The following steps represent the overall process for closing a Temporary Fund remotely:
Custodian completes Custodian Fund Accounting Form and supporting documents then prints to pdf. These together would be the “Closing Documents.”
Custodian sends Closing Documents to the Department for approval.
The Department reviews the Closing Documents then forwards them over to the Dean/Director’s Office stating in the email the Closing Documents have been reviewed and are approved.
Dean/Director’s Office reviews the Closing Documents. Once approved, the Dean/Director’s Office sends an email to the Custodian saying the Closing Documents have been reviewed and approved.
The Custodian then writes a check for the unused funds and sends it to 21 N Park St. The Custodian should include the NR number of the Temporary Fund on the check.
The Custodian can include the Closing Documents and the approvals if they have the ability to print them out or the Dean/Director’s office keeps a copy of the documents for internal records.
Dean/Director’s office sends the Closing Documents via e-mail to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
If the Custodian cannot include the closing documents, they can send the check for the unused funds to 21 N Park St. and closing Cash Management will just need to be notified about this closed out Temporary Fund so that we can match up to it when the check comes through in our daily check deposit.
The UW–Madison Shared Liability Card, or Corporate Card, is a shared-liability VISA card issued by U.S. Bank to a UW–Madison employee for business use only. The Travel and Card Team in the Division of Business Services administers the Shared Liability Card Program.
Procedure # 3014.1; Rev.:1 (Effective July 1, 2025) Related Policy:UW-3014 Shared Liability Card Policy Functional Owner: Accounting Services, Division of Business Services Contact: Credit Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu
The UW–Madison Shared Liability Card, or Corporate Card, is a shared-liability VISA card issued by U.S. Bank to a UW–Madison employee for business use only. The Travel and Card Team in the Division of Business Services administers the Shared Liability Card Program. Procedural details related to Shared Liability Card application, activation, registration, use and account management are outlined below.
Training: Training is not required to obtain a Shared Liability Card; however, applicants are encouraged to complete Travel Policy Training.
Card application: An employee applies for a Shared Liability Card by submitting the Shared Liability Card Request form in Workday.
Login to Workday.
In the Workday Search bar, enter “Create Request”. Click on the Create Request task.
In the Request Type field, enter “Shared Liability Card Request” and hit Enter.
Click OK.
Complete the request form and click Submit. The form will route automatically for required approvals.
Approval process:
Manager approval: The applicant’s manager reviews and approves the request in their Workday My Tasks inbox.
Credit Card Program Administrator approval: The Credit Card Administrator reviews the request and confirms whether the applicant is eligible to receive a Shared Liability Card. If the applicant is ineligible, the Card Program Administrator notifies the applicant and their manager. If the applicant is eligible and has completed the required training, the Credit Card Administrator approves the request, and the card is ordered through U.S. Bank via integration with Workday.
Card distribution: U.S. Bank mails the Shared Liability Card directly to the applicant at the address indicated on Shared Liability Card Request.
Card activation: Shared Liability Cards must be activated prior to use. Cardholders may activate online (via U.S. Bank) or by calling U.S. Bank Customer Service at (800) 344-5696 and following the automated prompts. The cardholder must also sign the back of the card.
Access Online registration: Registration provides a Shared Liability Cardholder with online access to account information, activity and billing statements. To register, the cardholder follows these steps:
Reporting a Lost/Stolen Card: To report a lost/stolen card to U.S. Bank, the cardholder must contact U.S. Bank Customer Service at (800) 344-5696.
Reporting fraud to U.S. Bank: To report fraudulent activity on a Shared Liability Card, the cardholder must contact the U.S. Bank Fraud Prevention Unit at (800) 523-9078. Fraudulent transactions and subsequent credits must be reconciled. If possible, it is recommended to reconcile them on the same expense report.
Expense Item: Select the UW Credit Card Fraud Expense Item.
Memo: Use the Memo field to describe action taken to report the fraud to U.S. Bank.
Funding: Enter Program PG000023979.
Supporting Documentation: Attach any relevant supporting documentation or simply create an attachment acknowledging the fraudulent transaction and any actions taken.
Shared Liability Card Payment: Shared Liability Card account balances can be paid directly by the cardholder or by the University:
Personal Payments: Personal payments can be made via personal check by remitting a payment with the U.S. Bank monthly statement or electronically via Access Online. Transactions paid personally must be marked as “Personal Expense” on a Workday Expense Report.
Delinquent payment status: U.S. Bank takes the following actions when a Shared Liability Card account becomes past due:
60-Days past due: Account is suspended and moved into M9 (Delinquent) status. The account will automatically decline all authorizations and reissue. The account is automatically reinstated by U.S. Bank when the past due balance has been paid.
90-Days past due: The account is moved into S1 (Cancellation of Cardholder Privileges) status. The account will automatically decline all authorizations and reissue. The cardholder may request reinstatement once the past due balance has been paid by contacting pcard@bussvc.wisc.edu.
120-Days past due: The account is moved to R9 (Revocation) status. The account will automatically decline all authorizations and reissue. The account may not be reinstated per Policy UW-3014 – Shared Liability Card.
Shared Liability Card Cancellation: Shared Liability Card accounts will automatically close when a cardholder terminates employment with UW-Madison. If a cardholder wishes to close their account and are not leaving the UW, they may contact pcard@bussvc.wisc.edu. The card may then be shredded and disposed of.
Applicant/Shared Liability Cardholder: responsible for submitting a request form, activating the Shared Liability Card, registering the account in Access Online, and using the card pursuant to Shared Liability Card Policy.
Manager: responsible for reviewing and approving the Shared Liability Card Request.
Card Program Administrator: responsible for reviewing the Shared Liability Card Request for applicant eligibility, confirming training requirement, requesting the card from U.S. Bank, and serving as a policy and procedure resource.
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.
Access Online: the web-based transaction management tool used to support the Shared Liability Card Program at UW–Madison.
Credit Card Administrator: an individual appointed by the Disbursements unit in the Division of Business Services to manage, coordinate, and control Shared Liability Cards for the UW-Madison campus.
Shared Liability Card: a shared-liability VISA credit card (may also be referred to as My Corporate Card) issued by U.S. Bank to a UW–Madison employee for business-related purchases.
August 14, 2019 – Added Delinquent Payment Status procedures
Jan. 19, 2021 – Updated Procedure Number to 3014.1 from 301.1
July 1, 2025 – Updated procedure due to implementation of Workday; rebranded from “My Corporate Card” to “Shared Liability Card”
U.S. Bank will notify cardholders via text and/or e-mail when previously identified or suspicious activity has been detected on a purchasing card. Cardholders can easily confirm whether a transaction is valid or fraudulent, ensuring fewer unnecessary declines and prompt protection in the event of attempted fraud.
Account Number: The 16-digit account number located on the front of the new card.
Account expiration date: The month/year of expiration located on the front of the new card.
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.
Establish a User ID and password.
Select three unique authentication questions and answers to be used if 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 for login information.
Enter the cardholder contact information and click Continue. Then click Save.
Navigate to My Personal Information > Account Alerts.
Confirm or provide the Mobile and Email contact information.
Review the Alert Types tabs and make selections.
Click Terms and Conditions to review.
Select the “I have read and agree to the Terms and Conditions Agreement” box and click “Submit.”
Access Online: U.S. Bank’s web-based transaction management tool used by the Purchasing Card Program Administrator to maintain the purchasing card program at UW–Madison and by purchasing cardholders to manage real-time alerts.
Cardholder: the UW–Madison employee whose name appears on a purchasing card and who is responsible for all purchases made with that card.
Real-Time Alert: communication in the form of a text message or email sent by U.S. Bank to an enrolled purchasing cardholder when U.S. Bank suspects fraudulent use of the purchasing card or when a purchasing card authorization meets previously set criteria established by the cardholder in Access Online.
January 17, 2020 – Updated procedure to include Event and Purchase alerts in addition to Fraud alerts.
January 19, 2021 – Updated Procedure Number to 3013.8 from 300.8
December 11, 2021 – Updated procedure to reflect changes due to Purchasing Card Module implementation.
The UW–Madison Department Card Program is designed to allow employees and enrolled students without a purchasing card the ability to use a Department Card to make infrequent, pre-approved purchases. The Department Card is for UW–Madison business purchases only. There are specific procedures (in addition to those outlined in Procedure 3013.2 – Purchasing Card Use and Account Management) that govern its use, including obtaining pre-authorization to use a Department Card.
Determining who may use a Department Card: The Department Card can be used by the Department Card Administrator (DCA), other authorized employees and authorized enrolled students. Non-employees are not eligible to use a Department Card. The Department Card is intended to be used by those required to make occasional purchases, but not enough to warrant having a purchasing card of their own.
Intended uses of the Department Card: The Department Card is intended for low-dollar, occasional purchases from local or online vendors. It is not recommended the Department Card leave the DCA’s headquarters city, unless necessary (e.g., student group travel).
Obtaining pre-authorization to use a Department Card: No more than five days prior to each request to use the Department Card, purchasers must obtain approval from their supervisor. For enrolled students, this approval may come from a Hoofers Advisor, Club Leader, Department Chair or equivalent. Purchasers must complete the Department Card Pre-Authorization Form with their name, the item(s) intended to be purchased and the UW–Madison business purpose for the intended purchase. HR Managers are to approve the appropriateness of the purchase, not the appropriateness of the use of the Department Card as a payment mechanism. Approval from the HR Manager may be in the form of a signature on the Department Card Pre-Authorization Form or in an email which restates the item(s) intended to be purchased.
Requesting the Department Card from the Department Card Administrator: Once a purchaser has obtained approval from their HR Manager, the purchaser may request the Department Card from the DCA. The DCA must review the Department Card Pre-Authorization Form and determine if the Department Card is the most appropriate method of payment for the intended purchase(s). If a more appropriate payment method or purchasing mechanism exists (e.g., ShopUW+, internal billing, purchase order) or if it is determined the intended purchase is non-compliant with UW Policy, the DCA must withhold the Department Card from the purchaser and redirect them accordingly. If the DCA determines the intended purchase is compliant with UW policy and is an appropriate Department Card purchase, the DCA may provide the Department Card to the authorized purchaser along with the University’s Tax-Exempt Letter and Certificate or a Tax-Exempt Wallet card, if applicable.
Department Card use in Concur profiles: DCA preapproval is required for all Department Card transactions. If a Department Card account number is stored in a traveler’s Concur profile, the traveler may not use it to make a purchase without obtaining pre-authorization from their HR Manager or club leader and the DCA as outlined in Section C above. If a traveler makes a purchase without obtaining pre-authorization from their HR Manager or club leader and the DCA, the purchase is considered unauthorized (see Section G. Handling Unauthorized Purchases).
Department Card reconciliation:
Authorized Purchaser: The authorized purchaser is responsible for returning the Department Card along with the vendor receipt and other required supporting documentation to the DCA.
DCA: Standard purchasing card reconciliation requirements are outlined in Section III.E. of Procedure 3013.2: Purchasing Card Use and Account Management. In addition to these requirements, the DCA must also attach the Department Card Pre-Authorization Forms as part of the supporting documentation for each Department Card transaction initiated by an authorized purchaser (not the Department Card Administrator).
Approving authority: Standard purchasing card reconciliation requirements are outlined in Section III.D. of Procedure 3013.5: Purchasing Card Site Manager Review and Reconciliation. In addition to these requirements, the approving authority must also ensure each transaction posted to the Department Card account not made by the Department Card Administrator is supported by the Department Card Pre-Authorization Form.
Handling unauthorized purchases: If unauthorized purchases post to the Department Card, the DCA must follow up to determine how the transactions originated.
If it is determined a previously authorized purchaser retained the Department Card account number and used it to make a subsequent unauthorized purchase, the DCA must initiate a fraud claim through U.S. Bank and request a cancellation/reissuance of their Department Card. The DCA may not allow the unauthorized purchaser to use the new Department Card or account number to make future purchases, regardless of HR Manager approval. Further, the DCA is required to inform the Divisional Chief Financial Officer (CFO) of the unauthorized use and provide additional information as requested.
If the unauthorized purchase was not made by a previously authorized purchaser, the DCA must follow the standard procedures for addressing unrecognizable transactions in Section III.H. of Procedure 3013.2: Purchasing Card Use and Account Management.
Authorized purchaser: employee or enrolled student authorized by their HR Manager (or equivalent) and a Department Card Administrator (DCA) to make a purchase using a Department Card; responsible for seeking pre-approval from their HR Manager, making pre-approved purchases only, returning the Department Card to the DCA, and providing supporting documentation for purchases to the DCA for reconciliation purposes.
Department Card Administrator (DCA): responsible for determining appropriateness of requested purchases, tracking the location of the Department Card, monitoring the use of the Department Card, and reconciling the transactions on the Department Card account.
HR Manager/Club leader/Hoofers Advisor: responsible for reviewing employees’ or enrolled students’ Department Card purchase requests for appropriateness.
Approving Authority: responsible for reviewing Department Card activity for policy compliance.
Concur: a web-based travel booking tool utilized by the Universities of Wisconsin for purchasing airfare and reserving lodging and/or rental vehicles.
Department Card Administrator (DCA): The UW–Madison employee whose name appears along with a department name on a Department Purchasing Card and who is responsible for all purchases made with that card.
Department Card: A university-liability credit card issued to a UW–Madison employee that may be used by other authorized employees or enrolled students for pre-approved business-related purchases.
Approving Authority: an individual responsible for reviewing and approving financial transactions, account requests, account maintenance requests, etc. for the UW credit card programs.
September 6, 2018 – Removed Accounting Services 100% audit requirement
August 7, 2019 – Update links due to Business Services web redesign
January 19, 2021 – Updated Procedure Number to 3013.7 from 300.7
December 11, 2021 – Updated due to implementation of P-Card Module in the Shared Financial System.
January 25, 2023 – Department Card Tracking Log no longer used.
July 7, 2025 – Updated due to implementation of Workday.
Purchasing cards must be deactivated when a cardholder terminates employment with the UW or when a card is no longer deemed necessary to conduct UW business. As a result of an interface between Workday and U.S. Bank, purchasing card accounts are automatically closed when a cardholder’s employment with the Universities of Wisconsin is terminated. Cardholders may request account deactivation in Workday if their employment no longer requires the use of a purchasing card or if they transfer to a different Universities of Wisconsin campus. A Credit Card Administrator initiates the deactivation of a card when 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.
Automatic deactivation: When a cardholder ends employment with the Universities of Wisconsin, Workday will automatically send a notification to U.S. Bank to close the cardholder’s purchasing card account(s). The physical card(s) can be shredded and disposed of.
Note: No notifications are sent when accounts are closed automatically.
Deactivation initiated by cardholder: The cardholder creates a Purchasing Card Change Request in Workday:
Login to Workday.
In the Workday Search bar, enter “Create Request.” Click on the Create Request task.
In the Request Type field, enter “Purchasing Card Change Request” and hit Enter.
Click OK.
Complete the request form and click Submit. The form will route automatically for required approvals from the cardholder’s HR Manager and Cost Center Manager.
The Credit Card Administrator closes the account and documents the card cancellation.
The cardholder receives a Workday notification and confirmation email when their request is approved. The cardholder may shred and dispose of the physical card.
Deactivation initiated by someone other than the cardholder: Only the cardholder may initiate the Purchasing Card Change Request process in Workday. If a purchasing card account needs to be closed and the cardholder is not present to submit the request, employees should contact pcard@bussvc.wisc.edu to request the account closure.
Deactivation initiated by Credit Card Administrator: The Credit Card Administrator monitors the following and initiates account closures as appropriate:
Routine query to identify idle accounts where no justification has been provided for keeping the account activated.
Note: This excludes cards designated for emergency purposes as part of the campus Continuity of Operations Plan (COOP).
Regular post-payment audit and monitoring activities.
Cardholder: responsible for initiating volunteer account closure and/or properly destroying and disposing of the card.
Cost Center Manager: responsible for reviewing and approving Purchasing Card Change Request forms.
Credit Card Administrator: responsible for approving account closure requests, monitoring frequency of account usage, and retaining supporting documentation for account maintenance requests.
HR Manager: responsible for reviewing and approving Purchasing Card Change Request forms.
Cardholder: the UW–Madison employee whose name appears on a purchasing card and who is responsible for all purchases made with that card.
Credit Card Administrator: the individual appointed by the Division of Business Services to manage, coordinate, and control the credit card programs for the UW-Madison campus.
Deactivation: a change in purchasing card account status that forces all authorization requests to decline.
Idle account: a purchasing card account that has not been used for a minimum of 12 months.
Workday: the cloud-based software used by the Universities of Wisconsin to manage finance and human resources.
January 19, 2021 – Updated Procedure Number to 3013.3 from 300.3
December 11, 2021 – Purchasing Card Module implementation
July 7, 2025 – Updated due to implementation of Workday
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 transactions, and generally managing the purchasing card account.
Employees who are assigned a purchasing card; Divisional Business Office staff; the Division of Business Services Credit Card Administrators; Purchasing Services staff.
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:
Card limits: Know the limits for the card. The cycle credit limit and single purchase limit can be obtained from the Company Property section of the cardholder’s Workday profile. Do not exceed the single purchase limit by splitting purchasing transactions.
Best-judgment purchase limit: The purchasing card program operates on a 2-week billing period. Cycle credit limits automatically reset at the beginning of each 2-week billing period regardless of previous transaction reconciliation status. Cardholders should review the Biweekly billing cycle calendar to be aware of cycle beginning and end dates.
Best-judgment purchase limit: The best-judgment purchase limit at UW-Madison is $5,000. Purchases exceeding 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.
Contracted vendors: Purchasing Services manages and maintains many contracts for the purchase of products and goods. These contracts have already gone through a formal bidding process and do not require additional work prior to purchasing the needed products and/or goods. Contracts may be limited in scope so not all items available through a vendor are necessarily included in the scope of the contract. Contracts can be reviewed in the Contracts+ module in ShopUW+.
ShopUW+: ShopUW+ provides catalogs from suppliers with University or State contracts. Ordering catalog items is an efficient way to make business purchases, and these catalogs include commonly used items such as lab supplies, office supplies, computer hardware, and Maintenance, Repair and Operations (MRO) supplies. ShopUW+ is a university resource that saves time and money. Cardholders are expected to check the ShopUW+ supplier catalogues for the item(s) needed prior to using the purchasing card to buy the items from a non-contract vendor. More information can be found at ShopUW+ Essentials.
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. Several 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.
Alternate methods of making internal purchases: While many internal vendors (e.g., campus catering, campus libraries, campus conference organizers) accept payments by credit card, the purchasing card should not be used for purchases between campus units or UW Institutions. Vendors pay a transaction fee for all purchases made with a credit card. Departments instead should use the Internal Service Delivery functionality in Workday to bill other departments or campuses for internal services or products greater than $100. Internal payments of $100 or less made on the purchasing card will not be identified as non-compliance but are still subject to other program policies.
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.
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.
Making a purchase:
Determine the appropriate vendor for the materials or services needed. See section A, 3-5.
Provide the purchasing card information to the vendor (e.g., account number, expiration date, Card Verification Value [CVV] number).
For the “Bill to” address, provide the vendor with the address currently on file with U.S. Bank (typically, as submitted on the Purchasing Card Request form). Do not use the Card Program office address (21 N. Park Street).
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 (e.g., shipping to a remote work location), the cardholder must provide a reasonable justification in the supporting documentation.
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 tax treaties.) If sales tax is paid in error in an amount greater than $20, contact the vendor to obtain a refund. Document the date and action taken on the supporting documentation for the charge.
Ask whether the vendor offers educational or governmental rates or discounts.
Obtain required vendor documentation or receipts for all transactions regardless of the dollar amount. Required vendor documentation includes at least one of the following:
Invoice
Confirmation screenshot or email
Itemized cash register receipt
Registration form with pricing detail
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 the Missing Receipt questionnaire in Workday. The questionnaire will appear after submitting an expense report with at least one expense line that requires a receipt and no attachment was provided.
TIP: If the cardholder has the relevant receipt and simply forgot to attach it, close the questionnaire without completing it and navigate to Menu > Expenses Hub > Expense reports. Locate the relevant expense report and click on the Actions drop-down menu. Select Change Expense Report. Click OK to continue. Add the missing receipt and click Submit.
Obtain other supporting documentation, when required:
Ensure appropriate receipt of materials and services and follow up with vendors to resolve any discrepancies.
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 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.
Transaction reconciliation: Purchasing card transactions are reconciled in Workday. Transactions are loaded into Workday daily and can be reconciled daily. Transactions must be reconciled within 60 days of the Credit Card Transaction Load Date (date the transaction is loaded into Workday). See below for a summary of the purchasing card transaction reconciliation process. For thorough instructions, see Procedure 3024.1 – Creating and Submitting an Expense Report.
Transactions are loaded to a cardholder’s Workday Expenses Hub. Cardholders receive a notification in their Workday Tasks inbox. Cardholders will also receive a weekly email notification when they have unreconciled credit card transactions.
Cardholders are required to reconcile the transactions on an Expense Report by:
Assigning an Expense Item to each transaction.
Providing a Business Purpose for each transaction.
Attaching required supporting documentation for each transaction.
Allocating each transaction to the appropriate Driver Worktag (Gift, Grant, Project or Program). BEST PRACTICE: Include like-funded transactions on one expense report to limit the number of approvals required for each report.
Submitting the Expense Report for review and approval.
The Expense Report routes automatically to the following approval roles:
Expense Partner: Central Division of Business Services team responsible for policy compliance review.
Driver Worktag Manager: Divisional/Departmental approval role responsible for budgetary review.
Note: All expense reports route to the two approval roles above. Depending on the funding used, expense reports may also route for additional approvals (e.g., Athletics Approver, Expense Foundation Specialist).
Unique considerations during transaction reconciliation: Some transactions require additional information/supporting documentation to adhere to policy.
UW Foundation funded transactions: The purchasing card may be used to incur costs that are intended to be allocated to UW Foundation funding. During the transaction reconciliation process, cardholders and Expense Data Entry Specialists will assign UW Foundation expenses to the appropriate Expense Item for the transaction [e.g., Meals-Hosted/Event Food and Drink Overage (Foundation), Alcohol (Foundation)]. Users will then be required to enter a UW Foundation Account Number and Foundation Account Name. Find more details in Procedure 3024.8 – Using UW Foundation Funding in Workday Expenses.
Capital equipment fabrication materials: Purchases of materials for capital equipment fabrications must be reported to UW Madison Property Control. These expenses must be allocated to Spend Category SC00406 and coded to a Project Driver Worktag. Contact the Department Property Administrator (DPA) or property@bussvc.wisc.edu if you have questions.
Assistance from an Expense Data Entry Specialist: Purchasing cardholders may enlist the services of an Expense Data Entry Specialist (EDES) to facilitate the transaction reconciliation process. An EDES may create expense reports and reconcile credit card transactions on behalf of a cardholder. Upon submission of an expense report created by an EDES, the expense report will automatically route to the cardholder for review and approval before continuing through the standard workflow. An EDES is assigned at the Company level, so it is not necessary to assign them to individual cardholders.
Timeliness of Purchasing Card transaction reconciliation: Cardholders are required to reconcile transactions within 60 days of the Credit Card Transaction Load Date. After 60 days, a cardholder with unreconciled transactions will be issued a notice of non-compliance and face credit reductions until compliance is achieved.
Following up on unrecognizable transactions: It is the cardholder’s responsibility to follow up on any unrecognizable transactions that post to their account. To do this, the cardholder must first determine if business has been conducted with the vendor in the past:
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 file a dispute through U.S. Bank by contacting U.S. Bank Customer Service at (800) 344-5696. Transactions must be disputed within 90 days of the transaction date. The disputed amount(s) will be credited back to the cardholder’s account via a subsequent transaction. Disputed transactions and subsequent credits must be reconciled on an expense report:
Expense Item: Select the most appropriate Expense Item from the drop-down menu.
Memo: Use the Memo field to describe the situation and action taken to dispute the transaction via U.S. Bank.
Funding: Ensure the original disputed amount and the subsequent credit are allocated to the same funding source. In addition, on the original transaction only (not the subsequent credit), include the Additional Worktags of Expenses Reporting: UW Card Transaction Pending Vendor Review/Action.
Supporting Documentation: Attach any relevant supporting documentation.
If no, the cardholder must contact the U.S. Bank Fraud Investigation Unit at (800) 523-9078. Fraud must be reported within 60 days of the transaction date. 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. Fraudulent transactions and subsequent credits must be reconciled. If possible, it is recommended to reconcile them on the same expense report.
Expense Item: Select the UW Credit Card Fraud Expense Item.
Memo: Use the Memo field to describe action taken to report the fraud to U.S. Bank.
Funding: Enter Program PG000023979.
Supporting Documentation: Attach any relevant supporting documentation or simply create an attachment acknowledging the fraudulent transaction and any actions taken.
Updating account information: To update account information (e.g., demographic information, credit limits), the cardholder must complete the Purchasing Card Request Change Form in Workday.
Login to Workday.
In the Workday Search bar, enter “Create Request”. Click on the resulting task.
In the Request Type field, enter “Purchasing Card” then hit the Enter key.
Select Purchasing Card Change Request from the resulting list and click OK.
Complete the request form and click Submit. The form will route automatically for required approvals from the cardholder’s HR Manager and Cost Center Manager and the Credit Card Administrator. Note: Single purchase limit increases greater than $5,000 are also routed to the Procurement Operations Lead (Director of Purchasing Services) and the UW Shared Services Credit Card Administrator.
The Credit Card Administrator completes the account maintenance request.
The cardholder receives a Workday notification and confirmation email when their request is approved.
Renewing a purchasing card: Purchasing cards automatically renew every four years provided the cardholder has successfully completed required refresher training. Renewed cards are mailed directly to the cardholder at the address on file at U.S. Bank, at the end of the month prior to expiration. Cards remain active until the end of the month in which they expire.
Warning and card revocation: If, because of audit or monitoring, a transaction is found to violate UW-Madison Purchasing Card Policy or Procedures, the Credit Card Administrator will issue a compliance warning or revocation memo. Audit findings result in 1-3 points. A cardholder is allowed up to three points. A fourth point will result in a revocation. Points are expunged one year after issuance.
If a cardholder has less than four total active points, the cardholder will receive a written warning from the Credit Card Administrator. A copy of the written warning will also be sent to the cardholder’s HR Manager and their Expense Operations Lead. 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 and any related points will be expunged.
If the cardholder has four or more active points, all purchasing cards issued to the cardholder will be revoked. After one year, the employee may reapply for a purchasing card. If the request is approved, the employee will be required to complete purchasing card training.
Cardholder: Employee assigned a UW-Madison purchasing card responsible for complying with purchasing card policy and procedures and managing the purchasing card account.
Credit Card Administrator: Division of Business Services employee responsible for overseeing the Purchasing Card Program, providing training and resources for cardholders, and collaborating with campus leadership and other stakeholders to continuously review and improve the program.
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.
Expense Data Entry Specialist: UW employee authorized to create and submit expense reports on behalf of others.
Expense Foundation Specialist: Central audit team responsible for reviewing card activity allocated to the Wisconsin Foundation and Alumni Association.
Expense Partner: Central audit team responsible for reviewing card activity for policy compliance.
Driver Worktag Manager: Divisional/Departmental staff responsible for reviewing card activity for appropriateness of funding.
Procurement Operations Lead: UW-Madison Director of Purchasing Services responsible for approving single purchase limit increases greater than $5,000.
UW Shared Services Credit Card Administrator: Responsible for obtaining approval from the State of Wisconsin Department of Administration for single purchase limit increases greater than $5,000.
Best-Judgment Purchase Limit: Dollar threshold at which a purchasing cardholder is allowed to use their best-judgment to select an appropriate vendor for their purchasing needs without demonstrating other procurement authority (e.g., simplified bid). The best-judgment purchase limit at the Universities of Wisconsin is $5,000.
Cycle Credit Limit: Dollar limit assigned to a purchasing card account that may be spent during a billing period.
Ineligible Vendor List: List of vendors deemed ineligible for business by the State of Wisconsin due to non-compliance with state tax laws and/or affirmative action employment requirements.
ShopUW+: a ShopUW+ is an efficient way to make business purchases and carries commonly used items such as lab supplies, office supplies, computer hardware, and Maintenance, Repair and Operations (MRO) supplies.
Single Purchase Limit: Dollar limit not to exceed the best-judgment purchase limit that is assigned to a purchasing card account and is the maximum that can be spent on an individual transaction.
Workday: the cloud-based software used by the Universities of Wisconsin to manage finance and human resources.
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
January 19, 2021 – Updated Procedure Number to 3013.2 from 300.2
December 11, 2021 – Update procedure to reflect SFS – Purchasing Card Module implement
September 8, 2022 – General review and updates
March 8, 2023 – Additional clarification added re: alternate methods of making internal purchases
July 7, 2025 – Updated due to implementation of Workday.