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 a series of funds, including petty cash, to assist in situations where use of the accounts payable process or a University Purchasing Card is not appropriate. Petty cash is used by departments for handling small purchases that cannot be effectively handled by a University Purchasing Card or check. Petty cash is not common on campus and is generally set up for less than $100.
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 petty cash.
Custodian composes a Letter of Justification explaining the purpose of the petty cash.
Custodian routes the Letter of Justification, Custodian Fund Request Form, Custodian Fund Agreement Form, and MOU for petty cash 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 forms to via inter-d mail or email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
Cash Management processes the request.
Maintaining Petty Cash
Perform and document weekly reconciliations by reconciling to the authorized advanced level.
Replenish petty cash at least every 90 days or sooner, based on activity.
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 conducts research studies that are 1 year or longer and the research participants are compensated with payment by reloadable debit card. Reloadable Debit Card Accounts are used for these research participant studies.
This procedure applies to all Deans, Directors, Financial Officers, and staff involved with research participant studies that provide payments by reloadable debit 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 reloadable debit card 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 routes the Letter of Justification and signed forms to the Dean/Director’s office.
Dean/Director’s office verifies that the Custodian needs a Reloadable Debit Card Account by verifying that:
The research study will be for 1 year or longer.
The research study has an Institutional Review Board (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(s) to the research participants will be made by reloadable debit card.
At least 10 payments will be made per month.
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 to Cash Management via inter-d mail or email to the Cash Management Office (cstdnfnd@bussvc.wisc.edu).
Cash Management processes the request.
Cash Management will notify the department and Dean/Director’s office when the US Bank reloadable debit account is set up and cards are ordered.
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.
Maintaining Reloadable Debit Card Account
Reconciliations
Reconciler completes and documents monthly account reconciliations between the US Bank Account Reconciliation Report and the Card Load Report on the US Bank Account Reconciliation Worksheet within 30 days of month end.
Reconciler submits the monthly reconciliation, Account Reconciliation Report, and Card Load Report via the Custodian Fund System within 30 days of month end.
Replenishments
Reconciler obtains the research participant log, without HIPAA or sensitive information, and completes the Custodian Fund Accounting Form to replenish the Reloadable Debit Card 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, along with the research participant log, reconciliation(s), Account Reconciliation Report, and Card Load Report from US Bank Prepaid Administrative Website to the Dean/Director’s office for review and approval.
Dean/Director’s office reviews the documents and signs the Custodian Fund Accounting Form.
Department keeps a copy of the forms for internal records. Department is the official record holder.
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 replenishment request.
Other
Any errors on the account are to be reported by the Reconciler via email to Cash Management (cstdnfnd@bussvc.wisc.edu) and their Dean’s/Business Office within 30 days of month-end.
Notify the Dean/Director’s office and Cash Management when there is a change in Custodian, Reconciler, and/or Coordinators and prepare applicable Custodian Fund forms.
Respond to Cash Management’s periodic review request.
Closing Reloadable Debit Card Account
Custodian completes the Custodian Fund Accounting Form and obtains the research participant log.
Custodian obtains the necessary departmental approvals for the Custodian Fund Accounting Form.
Custodian routes the completed/signed Custodian Fund Accounting Form, research participant log, and card shred confirmation 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 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 cash advance for research participant studies.
Coordinator: UW–Madison employee responsible for registering and funding cards to the appropriate recipient and responsible for ensuring all payments are logged and accounted for.
Reconciler: UW–Madison employee who is responsible for performing and submitting monthly reconciliations and replenishments.
UW–Madison Travel and Card Team in the Division of Business Services administers a purchasing card program supported by U.S. Bank. The card program includes a standard purchasing card and a department purchasing card. Both card types are sponsored by the employing department and authorized for use for UW–Madison business only. To obtain either type of purchasing card, an employee must submit the Purchasing Card Request form and complete mandatory training. All applications are subject to approval from the applicant’s HR Manager, their Cost Center Manager, their Divisional Expense Operations Lead, and a Credit Card Administrator. After receiving a purchasing card, the employee must activate the card. Details are outlined below.
Employees who apply for purchasing cards; managers, Cost Center Managers, Expense Operations Leads; Division of Business Services Credit Card Administrators.
Card application: Applications for purchasing cards must be completed and submitted by an applicant via the Purchasing Card Request, an electronic questionnaire available in Workday. The form is populated with information entered by the employee and imported from the employee’s Workday profile. It is recommended employees review their Workday profile prior to accessing the request form and make any necessary updates to their personal information.
Click on the Profile icon in the upper right corner of the screen (looks like a person silhouette):
Click the View Profile button.
Review your name in the red panel on the left. Click the Contact link to review your contact information. If this information requires updates, click the Edit button at the top of the page and make the required changes. If the information is current, proceed to the next step.
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 Request from the resulting list and click OK.
Review the header-level instructions.
In the Describe the Request field, provide a brief description of what the requested card will be used for.
10. In the Type of Card section, select the preferred card type.
If selecting a Department Purchasing Card, enter the Department Name to be embossed on the card.
Complete the Name on Credit Card section.
Provide a Cycle Limit based on your purchasing needs.
Provide a Single Purchase Limit based on your purchasing needs.
Enter a 10-digit phone number.
Select an address for card delivery and billing purposes.
Read the Purchasing Card Agreement and acknowledge your agreement by typing your name in the subsequent field.
Enter any additional notes/comments in the Comments field.
Note: The first comment field will display for approvers with the rest of the questionnaire content. The second comment field will display in the questionnaire routing history.
Click Submit.
The submitted application is electronically routed for approvals.
Approval process:
HR Manager approval: The HR Manager reviews the request. HR Managers may “Approve” the request to advance it in the approval workflow or “Send Back” the request for editing and resubmission. HR Managers may also “Deny” the request to eliminate it from the approval workflow.
If the request is approved, it is routed to the Cost Center Manager.
If the request is sent back, it is routed to the applicant’s My Tasks inbox for editing and resubmission.
If the request is denied, it is eliminated from the approval workflow and a notification is delivered to the applicant in Workday.
Cost Center Manager approval: The Cost Center Manager reviews the request. Cost Center Managers may “Approve” the request to advance it in the approval workflow or “Send Back” the request for editing and resubmission. Cost Center Managers may also “Deny” the request to eliminate it from the approval workflow.
If the request is approved, it is routed to the Expense Operation Lead.
If the request is sent back to the applicant, it is routed to the applicant’s My Tasks inbox for editing and resubmission.
If the request is denied, it is eliminated from the approval workflow and a notification is delivered to the applicant in Workday.
Expense Operations Lead approval: The Expense Operations Lead reviews the request. Expense Operations Leads may “Approve” the request to advance it in the approval workflow or “Send Back” the request for editing and resubmission. Expense Operations Leads may also “Deny” the request to eliminate it from the approval workflow.
If the request is approved, it is routed to the Credit Card Administrator.
If the request is sent back to the applicant, it is routed to the applicant’s My Tasks inbox for editing and resubmission.
If the request is denied, it is eliminated from the approval workflow and a notification is delivered to the applicant in Workday.
Credit Card Administrator approval: The Credit Card Administrator reviews the request and confirms applicant eligibility for the card program. Credit Card Administrators may “Approve” the request to advance it in the approval workflow or “Send Back” the request for editing and resubmission. Expense Operations Leads may also “Deny” the request to eliminate it from the approval workflow.
If the applicant is ineligible based on prior audit findings/compliance issues, the Credit Card Administrator denies the request and notifies the applicant and their HR Manager.
If the applicant is eligible, the Credit Card Administrator verifies the applicant has completed the required training.
If the applicant has not completed the required training, the Credit Card Administrator notifies the applicant of the training requirement and retains the request without ordering the purchasing card from U.S. Bank.
If the applicant has completed the required training, the Credit Card Administrator approves the application and orders the card from U.S. Bank.
Training: Before the Credit Card Administrator orders a purchasing card from U.S. Bank, the applicant must complete Purchasing Card Policies and Procedures training and Travel Policy Training. Registration details are available in the Training section of the Purchasing Card website. Department card applicants are also required to complete a supplemental Department Card Training. Department card applicants will be automatically enrolled in this training and sent an invitation from Canvas.
Card distribution: U.S. Bank mails the purchasing card directly to the applicant at the address indicated on the Purchasing Card Request.
Card activation: Cards may be activated online or via phone:
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 (included on application); one email 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.
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 (0).
Access Online Registration: Registration provides a purchasing cardholder with online access to account information, activity and billing statements. To register, the cardholder follows these steps:
Applicant/Cardholder: responsible for submitting the Purchasing Card Request, completing the mandatory purchasing card training, activating the card, and registering the card in Access Online.
Cost Center Manager: responsible for reviewing and approving the request.
Credit Card Administrator: responsible for reviewing the request for eligibility, confirming training requirements, processing the application through U.S. Bank, and retaining required supporting documentation.
Expense Operations Lead: responsible for reviewing and approving the request.
HR Manager: responsible for reviewing and approving the request.
U.S. Bank: responsible for processing the card request, producing the card, and sending the card to the applicant.
Access Online: U.S. Bank’s web-based transaction management tool used by the Credit Card Administrators to maintain the purchasing card program at UW–Madison and by purchasing cardholders to manage account settings.
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.
Purchasing Card: a university-liability VISA credit card issued by U.S. Bank to a trained UW-Madison employee for business-related purchases.
Purchasing Card Request: an application using Workday’s “Request Framework” submitted by a card applicant to obtain a purchasing card at the Universities of Wisconsin.
Real-Time Alerts: Functionality provided by U.S. Bank that allows a cardholder to receive alerts via text message and/or email when specified transactions post to their purchasing card account.
Workday: the cloud-based software used by the Universities of Wisconsin to manage finance and human resources.
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
Jan. 19, 2021 – Updated Procedure Number to 3013.1 from 300.1
December 11, 2021 – Purchasing Card Module implementation
September 2, 2022 – Updated to replace “Purchasing Card Application and Agreement” with new “PCard Request Form.”
Feb. 22, 2023 – Cardholder signature no longer required.
Sept. 11, 2023 – New and required UW Travel Policy Training available.
July 1, 2025 – Updated due to Workday implementation and new request form
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 Expense Item “Equipment – Fabrication in Progress” (which maps 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.
Accidental Personal Transactions: If a purchasing cardholder accidentally uses a UW purchasing card for a personal purchase, the transaction(s) will need to be reconciled in Workday.
Add the personal transaction(s) to an Expense Report.
Add an attachment (e.g., the actual receipt, document explaining the circumstances of the purchase).
Assign an Expense Item (whichever seems most appropriate).
Check the Personal Expense box towards the bottom of the Expense Line detail. Cardholders will notice an alert on the expense line indicated by an exclamation point in a yellow triangle. The alert notes “This expense was paid for on a University-liability credit card and is marked as a personal expense. This will generate an amount due from [CARDHOLDER] to the University.”
Click Submit.
Upon submission, a pop-up appears confirming the report submission. Within the pop-up box, click Complete Questionnaire.
Read the questionnaire and select an option to reimburse the UW for the amount of the accidental personal expense:
Payment withheld from next paycheck.
Payment by check or cash.
Payment withheld from future expense report.
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
July 25, 2025 – Added section about accidental personal transactions
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:
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 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.
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 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.
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”
All Purchasing Card, Shared Liability Card, and out-of-pocket transactions are reconciled in Workday Expenses by creating and submitting an expense report. Expense reports are approved by an Expense Partner and a Driver Worktag Manager. Approval routing for the Driver Worktag Manager is based on the Driver Worktag(s) referenced in the funding allocation for each expense line.
The claimant/cardholder may initiate an expense report, or an Expense Data Entry Specialist (EDES) may initiate (and submit) an expense report on behalf of the claimant/cardholder. If an expense report is submitted by the EDES, the claimant/cardholder will be the first approver on the report to confirm the expenses and attest to the accuracy of the expense report entry.
This document details the required procedures for creating and submitting an expense report.
Employees who seek reimbursement for out-of-pocket or Shared Liability Card expenses; Cardholders who must reconcile Purchasing Card transactions; Expense Data Entry Specialists who prepare, review, and/or submit expense reports on behalf of cardholders/claimants.
Type “Create Expense Report” into the Search bar at the top of the Workday home page. Click on the pop-up result Create Expense Report task.
Alternatively:
Click on the Menu in the upper-left corner of the page.
Click on Personal to expand the visible options.
Click on the Expenses Hub. The Expenses Hub allows employees to access important Workday Expenses tasks, view unreconciled Purchasing Card and Shared Liability Card transactions, and find information on expense reports in-process.
Under Tasks, click the button Create Expense Report.
Expense Data Entry Specialist on behalf of claimant/cardholder/External Committee Member:
Log into Workday.
In the Search bar at the top of the Workday home page, type “Create Expense Report for Worker” if report is for an employee claimant or cardholder OR “Create Expense Report for Nonworker” if the report is for a nonemployee External Committee Member.
Click on the Create Expense Report for Worker task for employees or Create Expense Report for Nonworker task for nonemployees. What you see as the top option will depend on your search terms entered.
If creating an expense report for an employee, type the name of the employee for whom you are creating an expense report in the field Pay To and press Enter.
If creating an expense for an External Committee Member, select External Committee Member from the list of options for Payee Type. (Note: UW-Madison is not using the Payee Type Student in this field. Also, Payee Type Candidate may be used when HR has actually set up a Candidate in Workday. However, there’s no issue with just creating an External Committee member for a Candidate). The page will dynamically update to show the Pay To field. Type the name of the External Committee Member into the Pay To field and press Enter.
Complete remaining header section data fields.
Creation Options – Select Create New Expense Report.
Memo – For out-of-pocket or shared liability card expense reports, this field may be used to enter a general justification that applies to an entire report with related expenses. Specific details may then be added on the expense lines for out-of-pocket or shared liability card expense reports. For Purchasing Card reconciliation reports, business purposes are required within the Expense Line; as such, for Purchasing Card reconciliation reports it is suggested to leave this line blank since the justification will be officially recorded within the Expense Line.
Company – This will default to UWMSN – University of Wisconsin Madison.
Business Purpose – Select the appropriate categorization for the expense report. When reconciling a series of unrelated purchasing card transactions, it is recommended users select “Purchasing Card Reconciliation.”
Driver Worktags – Enter the appropriate Program, Grant, Project or Gift that will serve as default funding for the entire expense report. Note: Entry of a driver worktag is OPTIONALat the header-level of an expense report but REQUIREDon every Expense Line. For Purchasing Card reconciliation reports, it is recommended to group transactions to be allocated to the same funding together, and assign the Driver Worktag at the header-level, so it populates for each line. Funding can still be changed or split (called Itemization in Workday) at the Expense Line level.
If reconciling Purchasing Card transactions or Shared Liability card transactions, select items to be reconciled from the Credit Card Transactions list (example below).
Click Ok to create the expense report.
How to use the Attachments tab.
Attachments are not required in this tab; they are only required at the Expense Line-level for Expense Items. For Purchasing Card transactions, do NOT add files in the Attachments tab; it is required to add all attachments pertinent to a Purchasing Card transaction at the Expense Line The Attachments tab may be used for Shared Liability Card or out-of-pocket general attachments that apply to an entire expense report (e.g. conference agenda, itinerary), but receipts for specific Expense Items must to be added to the Expense Line-level.
In the expense report, click on Attachments.
Click Edit to view the attachment upload screen.
Drag and drop appropriate files; alternately, click Select Files to choose files for upload.
Click Save when done.
How to enter and complete Expense Lines
The Expense Lines tab is utilized to enter individual out-of-pocket transactions and/or to reconcile UW card transactions (Purchasing Card, Shared Liability Card).
In the expense report, click on Expense Lines. UW card transactions that were selected during report creation will populate on this screen.
Click Add to see options to begin entry of out-of-pocket transactions.
Click New Expense to add out-of-pocket transactions.
Alternately, click Credit Card Transactions to add more UW card transactions (if necessary). Note: If utilizing the Add functionality for Credit Card Transactions, the menu of transactions to select from includes only the date and the dollar amount of the transaction (see below).
Select an Expense Line (i.e. transaction) along the left side of the screen to begin entry or reconciliation.
Attachments: Add pertinent attachments (i.e. receipts). Click Upload to add additional attachments. Click the Trash icon to delete an attachment.
Expense Date: Transaction date. This field will pre-populate for card transactions but must be entered for out-of-pocket transactions.
Expense Item: Select the appropriate type of expense for the transaction. Depending on the type of Expense Item, additional Item Detailsmay be required (right side of screen).
Total Amount: Enter or review the total dollar amount of the transaction. Ensure the dollar amount matches the attached receipt.
Currency: Will default to US dollars. Note: Transactions in a foreign currency should be entered in US dollars with documentation of the currency conversion attached (i.e., redacted credit card statement, Oanda conversion). Purchasing Card transactions and Shared Liability Card transactions in a foreign currency will be automatically converted and do not require supplemental documentation of the conversion.
Memo: For Purchasing Card transactions, the business purpose and benefit to UW ofthe transaction MUST be entered in this field. For Shared Liability Card and out-of-pocket transactions, additional justification, context, or detail regarding the specific transaction may be entered if the general business purpose was entered in the Header
Company: Will default to UW-Madison.
Funding: Enter or review the funding for the Expense Line (funding may have been added in the Header tab already). A Driver Worktag (Program, Grant, Project, Gift) must be added to every Expense Line. The remaining worktags will auto-populate after selection of a Driver Worktag.
If a transaction needs to be allocated to multiple funding sources, click the Itemization button on the right panel under Item Details.
Enter a Memo to describe the funding allocation (e.g. 50% funding split with Grant or Meal Overage allocable to UW-Foundation).
Enter a Driver worktag (Program, Grant, Project, Gift).
Click the Add button to add an additional funding source.
Repeat steps a. – d. until the entire expense is allocated.
Click Done.
Personal Expense (for UW Card transactions only): For accidental personal transactions on a Shared Liability Card or Purchasing Card, check the box Personal. If Personal is checked for a Shared Liability Card transaction, the cardholder will have to personally pay the amount due to U.S. Bank. If Personal is selected for a Purchasing Card transaction, when the expense report is fully approved, the employee will receive a To Do step in their inbox. Via the to-do step, the cardholder will be required to indicate whether the amount will be paid back by payroll deduction, payment by check or cash, or withholding the amount from a future expense report.
Repeat steps 1 through 13 as necessary to complete additional expense line entry and/or reconciliation.
Review the expense report and resolve any errors or alerts. A critical warning, denoted with a red exclamation, is a hard stop and must be resolved before the transaction can move forward and be submitted. An alert, denoted with a yellow question mark, won’t stop a transaction from moving forward but may require further attention.
Navigate to the bottom of the expense report, and click on one of the following options:
Click Submit if ready to advance the report into the approval workflow.
Click Save for Later if the report is not ready for submission. Click the X in the upper right corner of the report to close the expense report and return to the prior screen.
Click Close to exit the editable screen for the expense report.
Next steps after submitting
Approval Workflow: If an Expense Data Entry Specialist creates a report on behalf of an active employee, the claimant/cardholder will be the first approver on the expense report to confirm the expenses and attest to the accuracy of the expense report entry. All expense reports are approved by an Expense Partner and a Driver Worktag Manager. Approval routing for the Driver Worktag Manager is based on the Driver Worktag(s) referenced in the funding allocation for each expense line.
Payment: Upon completion of all approvals, UW-Madison will directly pay U.S. Bank for approved Shared Liability Card Transactions. Approved out-of-pocket transactions will be picked up by an overnight payment process, and checks will be mailed or direct deposit will be received within three to five business days. Purchasing Card transactions are paid to U.S. Bank regardless of transaction reconciliation/approval on an expense report. When a Purchasing Card transaction is fully approved, it is posted to the general ledger.
Driver Worktag Manager: Divisional/Departmental staff responsible for reviewing Workday Expenses transactions for budget and funding.
Employee: May initiate a report; if EDES submits a report on behalf of an employee, the employee will be the first approver of the report to attest to the accuracy of the expenses entered.
Expense Data Entry Specialist(EDES): Employees assigned a security role to create and submit expense reports on behalf of employees and non-employees (External Committee Members).
Expense Partner: A member of the central audit team in the Division of Business Services responsible for reviewing expense reports for policy compliance.
Expense Report Initiator: employee claimant, cardholder or Expense Data Entry Specialist that creates expense reports for out-of-pocket expenses or to reconcile card expenses.
Business Purpose: Selection in the header section of an expense report used to summarize the official purpose of the expense report or indicate the status of the report.
Driver Worktag: The primary funding source for the transaction. Types of worktags that can be a driver are Grant, Gift, Project, or Program.
Foundational Data Model: The framework to support accounting and financial reporting in Workday.
Expenses Hub: An app that allows employees to access important Workday Expenses tasks, view unreconciled Purchasing Card and Shared Liability Card transactions, and find information on expense reports in-process.
Expense Item: A sub-classification of Spend Category, used to categorize and track specific expenses within an expense report.
Expense Line: Refers to a specific entry within an expense report, representing a single incurred cost (e.g., Airfare) or credit card transaction (e.g. Professional Services). Requires the date, Expense Type, dollar amount, and payment method of a specific expense. May necessitate filling out additional Item Details in the expense line.
Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.
Purchasing Card: a university-liability VISA credit card issued by U.S. Bank to a trained UW-Madison employee for business-related purchases. All Purchasing Card transactions must be reconciled in Workday Expenses by submitting an expense report.
Shared Liability Card: A VISA credit card issued by U.S. Bank to a UW–Madison employee in which the liability is shared by the employee and the UW, and the card is used for business-related purchases. All Shared Liability Card transactions must be reconciled in Workday Expenses.
Workday: The cloud-based software used by the Universities of Wisconsin to manage finance and human resources.
Workday Expenses: The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.
Feb. 26, 2020 – added E-Re Estimated Withholding Expense Type.
Jan. 19, 2021 – Updated Procedure Number to 3024.1 from 320.1.
Oct. 4, 2023 – Added Lodging – Student section. Removed Relocation – Direct Moving Costs and Relocation – Temporary Lodging sections.
March 15, 2024 – Clarification added that justification note must indicate any personal time added, to validate only business expenses are being claimed.
January 31, 2025 – Travel Agency Services Fees definition updated.
June 29, 2025 – Updated to reflect Workday procedures and terminology.
