This guide details how to apply for a purchasing card, proper card usage, and card account management.
A UW–Madison purchasing card is a University-liability VISA card issued and supported by U.S. Bank and authorized for UW–Madison business-use only.
Purchasing Card News
Types of cards
Purchasing Card
The purchasing card is intended for low-dollar, best-judgment purchases to be paid directly by the University. The card is assigned to a specific UW–Madison employee and may only be used by that individual.
Department Purchasing Card
The department purchasing card is similar to a purchasing card; however, with additional approvals and documentation requirements, the Department Purchasing Card can be used by both the cardholder and other authorized purchasers.
Shared Liability Card
The University also offers a Shared Liability Card to employees for business-related use. The Shared Liability Card, or Corporate Card, is intended for individual travel expenses.
How to get a Purchasing Card
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Apply
Employees applying for a Purchasing Card or Department Purchasing Card must submit the Purchasing Card Request, an electronic application available in Workday. See Procedure 3013.1 – Purchasing Card Application, Activation, and Registration for more details.
Complete mandatory training
Before a purchasing card application can be processed, the card applicant must complete the Purchasing Card Policies & Procedures training and Travel Policy training sessions. Additionally, Department Purchasing Card applicants will be invited to complete an online Department Purchasing Card Training.
Find more information in the “Training” section on this page.
Receive and activate the card
U.S. Bank will mail the card directly to the card applicant at the address indicated on the card application. Cards are typically received 7-10 days after applications are processed.
- Activate the Card: To activate a purchasing card, visit U.S. Bank’s Access Online, click Activate Your Card, and follow the prompts on the subsequent screens.
- Sign the Card: Be sure to sign the back of your new purchasing card.
- Register for Access Online: To gain online access to your purchasing card account, visit U.S. Bank’s Access Online and click Register Online. Then follow the registration instructions outlined in Procedure 3013.8 – How to Enroll in Real-Time Alerts.
Making purchases
Purchasing Cards can be used to pay for products, goods, services, and travel expenses. Each type of purchase has policy requirements and spending thresholds.
Purchasing Card use and account management
Purchasing cardholders are expected to have a thorough understanding of all purchasing card policies and procedures to ensure program compliance and best business practices are achieved. Procedure 3013.2 outlines proper purchasing card use and account management. The following are key highlights.
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Card sharing
Only the individual whose name is embossed on a purchasing card is allowed to use that card to make purchases. Cardholders may not share their cards or account numbers with others; however, a cardholder may use the purchasing card to make purchases on behalf of other employees or non-employees (e.g. airfare for another traveler). Full details are outlined in UW-3013 Purchasing Card Policy.
Making purchases over $5,000
The purchasing card is only intended for purchases within the University’s $5,000 best-judgment purchase limit. Please contact Purchasing Services if you need to make a purchase exceeding $5,000.
Vendor eligibility
A vendor’s eligibility to do business with the University is contingent upon their compliance with various state statutes. Prior to making purchases, cardholders must ensure the intended vendor is not on either of State of Wisconsin’s two Ineligible Vendor Lists.
Tax exemption
The University is exempt from the payment of sales and use tax on purchases made in the state of Wisconsin and also has tax treaties with several other US states. For tax-exempt documents, see the UWTravelWIse website:
Frequently questioned purchases
If you are unsure whether something is allowed to be purchased with your purchasing card, please see the list of Frequently Questioned Purchases. Some of these items are allowable on the card and some are not.
Purchasing from other UW Departments
The Purchasing Card should not be used to make payments to other UW-Madison departments or UW System institutions. 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.
Biweekly billing cycle calendar
Cycle credit limits are automatically renewed at the beginning of each billing period. Billing cycle dates are available on the Biweekly Billing Cycle Calendar, linked below.
Account changes and cancellations
To update account information (e.g., demographic information, credit limits), the cardholder must complete the Purchasing Card Request Change Form in Workday. See Procedure 3013.2 – Purchasing Card Use and Account Management (Section III.I.) for more information.
VISA benefits
Your purchasing card comes with travel benefits from VISA, including emergency/roadside assistance and some insurance.
Purchasing Card reconciliation and instructions
Purchasing Card transactions are reconciled in the Expenses module of Workday. See Procedure 3013.2 – Purchasing Card Use and Account Management (Section III.D-H.) for more information.
Understanding credit card numbers in Workday
University credit cardholders and others working with university credit card transactions in Workday may notice various “account numbers” associated with credit cards and credit card transactions.
Declines, disputes, and fraud
The following are additional resources cardholders may need in the event of a card decline, a lost/stolen card, or suspected fraudulent activity.
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Purchasing Card declines
U.S. Bank may decline a purchasing card transaction for a variety of reasons. If you card is declined, contact U.S. Bank Customer Service at (800) 344-5696 or a Credit Card Administrator to determine the reason for the decline.
Filing a dispute
Purchasing card transactions must be disputed within 90 days of the transaction date. Contact U.S. Bank Customer Service at (800) 344-5696 to file a dispute.
Disputed transactions must be reconciled in Workday. See Procedure 3013.2 – Purchasing Card Use and Account Management (Section III.H.1.) for more information.
Note: Fraudulent transactions should be reported as such and not disputed.
Reporting a lost or stolen card
Please report lost or stolen cards to U.S. Bank Customer Service at (800) 344-5696 as soon as possible. If you believe your card may have been stolen on campus, please contact the UW–Madison Police Department at (608) 264-2677.
Reporting fraud
If you suspect fraudulent activity on your purchasing card, please contact the U.S. Bank Fraud Prevention Unit at (800) 523-9078.
Fraudulent transactions must be reconciled in Workday. See Procedure 3013.2 – Purchasing Card Use and Account Management (Section III.H.2.) for more information.
Purchasing Card audits
The UW–Madison Purchasing Card Program is audited routinely by various entities, including the UW System Administration Office of Internal Audit, the State of Wisconsin Department of Administration, the Legislative Audit Bureau, and the UW–Madison Purchasing Card Program Office.
Non-compliance with UW–Madison Purchasing Card policy or procedures will result in consequences as outlined in Section III.K. of Procedure 3013.2: Purchasing Card Use and Account Management.
Training
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Purchasing Card policies and procedures training
Purchasing Card Policies and Procedures Training is designed for Universities of Wisconsin employees who are applying to receive a Purchasing Card. The course provides an overview of policies and procedures users are required to follow in order to use a UW Purchasing Card.
Course Objectives:
- Identify cardholder responsibilities and consequences for not upholding those responsibilities.
- Describe how to address Purchasing Card disputed transactions and fraud.
- Identify allowable purchases on a Purchasing card and those that need prior authorization.
- Summarize the Purchasing card reconciliation process in Workday.
This session takes approximately 60 minutes. Approved card applications will be processed after applicants complete the required training.
To access the course, please use the following navigation in Workday:
- From the Workday Menu, click the Learning app.
- Click Discover.
- Click Browse Learning.
- In the Browse Learning Content window enter “Purchasing Card” into the Search field and click enter.
- Click “UWS-Purchasing Card Policies and Procedures” and proceed with the onscreen prompts.
Travel Policy training
“Travel Training: Booking Your Own Travel” is required for all purchasing card applicants. This course is an introduction to the Universities of Wisconsin travel program. After completion, you will be able to:
- Summarize the Universities of Wisconsin travel booking policies and procedures.
- Apply university travel policies to common scenarios.
- Recognize appropriate steps when travel disruptions occur.
This session takes approximately 30 minutes. Approved card applications will be processed after applicants complete the required training.
To access the course, please use the following navigation in Workday:
- From the Workday Menu, click the Learning app.
- Click Discover.
- Click Browse Learning.
- In the Browse Learning Content window enter “Travel Training” into the Search field and click enter.
- Click “UWS-Travel Training: Booking Your Own Travel” and proceed with the onscreen prompts.
Policies and procedures
- UW-3013 Purchasing Card Policy
- 3013.1: Purchasing Card Application, Activation and Registration Procedure
- 3013.2: Purchasing Card Use and Account Management Procedure
- 3013.3: Purchasing Card Deactivation Procedure
- 3013.7: Department Purchasing Card Use and Account Management Procedure
- 3013.8: Purchasing Card - How to Enroll in Real-Time Alerts Procedure
Contact
Card Program Manager:
Meghann Grove
21 N. Park Street
Madison, WI 53715
(608) 262-3300
Credit Card Administrator:
Rebecca Lin
21 N. Park Street
Madison, WI 53715
(608) 265-1023
For general card-related questions, please contact pcard@bussvc.wisc.edu
U.S. Bank Customer Service:
(800) 344-5696
U.S. Bank Access Online Help Desk:
(877) 887-9260
U.S. Bank Fraud Investigations:
(800) 523-9078
If you believe your card was stolen, contact U.S. Bank Customer Service (above) and UW Police and Security at (608) 264-2677.