Division of Business Services

3014.1 Shared Liability Card Application and Account Management Procedure

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

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

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.

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II. Who is affected by this procedure

Employees who apply for Shared Liability Cards; applicant managers; the Division of Business Services Credit Card Administrator.

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III. Procedure

  1. Training: Training is not required to obtain a Shared Liability Card; however, applicants are encouraged to complete Travel Policy Training.
  2. Card application: An employee applies for a Shared Liability Card by submitting the Shared Liability Card Request form 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 “Shared Liability Card Request” and hit Enter.
    4. Click OK.
    5. Complete the request form and click Submit.  The form will route automatically for required approvals.
  3. Approval process:
    1. Manager approval: The applicant’s manager reviews and approves the request in their Workday My Tasks inbox.
    2. 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.
  4. Card distribution: U.S. Bank mails the Shared Liability Card directly to the applicant at the address indicated on Shared Liability Card Request.
  5. 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.
  6. 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:
    1. Go to access.usbank.com and click Register Online.
    2. Enter the following:
      1. Company Short Name: STWISC
      2. Account Number: 16-digit account number embossed on the Shared Liability Card (no dashes or spaces)
      3. Account Expiration Date: As indicated on the Shared Liability Card
    3. Click Send a Code.
    4. Proceed through remaining activation steps as prompted.
  7. Real time fraud alerts: Information on how to enroll in real time fraud alerts via text message or email can be found in Procedure 3013.8 How to Enroll in Real Time Fraud Alerts.
  8. 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.
  9. 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.
    1. Expense Item: Select the UW Credit Card Fraud Expense Item.
    2. Memo: Use the Memo field to describe action taken to report the fraud to U.S. Bank.
    3. Funding: Enter Program PG000023979.
    4. Supporting Documentation: Attach any relevant supporting documentation or simply create an attachment acknowledging the fraudulent transaction and any actions taken.
  10. Shared Liability Card Payment: Shared Liability Card account balances can be paid directly by the cardholder or by the University:
    1. 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.
    2. University Payments: Shared Liability Cardholders may opt to have the University pay U.S. Bank on their behalf for reimbursable Shared Liability Card expenses via Workday. See Procedure 3024.4 – Working with Shared Liability Card Transactions in Workday Expenses.
  11.  Delinquent payment status: U.S. Bank takes the following actions when a Shared Liability Card account becomes past due:
    1. 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.
    2. 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.
    3. 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.
  12. 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.

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IV. Contact roles and responsibilities

  • 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.

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V. Definitions

  • 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.

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VI. Related references

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VII. Revisions

Procedure Number 3014.1
Date Approved July 24, 2019
Revision dates 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”

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