Division of Business Services

3013.3 Purchasing Card Deactivation Procedure

Procedure #3013.3; Rev. 1 (Effective July 1, 2025)
Related Policy: UW-3013 Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Manager: (608) 262-3300, meghann.grove@wisc.edu

Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

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.

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II. Who is affected by this procedure

  • Employees who are assigned a purchasing card
  • HR Managers
  • Credit Card Administrators

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III. Procedure

  1. 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.
    1. Note: No notifications are sent when accounts are closed automatically.
  2. Deactivation initiated by cardholder: The cardholder creates a Purchasing Card Change Request in Workday:
    1. Login to Workday.
    2. In the Workday Search bar, enter “Create Request.” Click on the Create Request task.
    3. In the Request Type field, enter “Purchasing Card Change Request” and hit Enter.
    4. Click OK.
    5. 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.
    6. The Credit Card Administrator closes the account and documents the card cancellation.
    7. The cardholder receives a Workday notification and confirmation email when their request is approved. The cardholder may shred and dispose of the physical card.
  3. 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.
  4. Deactivation initiated by Credit Card Administrator: The Credit Card Administrator monitors the following and initiates account closures as appropriate:
    1. Routine query to identify idle accounts where no justification has been provided for keeping the account activated.
      1. Note: This excludes cards designated for emergency purposes as part of the campus Continuity of Operations Plan (COOP).
    2. Regular post-payment audit and monitoring activities.

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IV. Contact roles and responsibilities

  • 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.

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V. Definitions

  • 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.

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VI. Related references

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VII. Revisions

Procedure Number 3013.3
Date Approved May 8, 2017
Revision Dates 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

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