Frequently Questioned Purchases

A Purchasing Card may be used to purchase airfare pursuant to UW-3016 Air Travel Policy

It is allowable for the University to pay for wine and beer to be served with a dinner included at a University-sponsored conference where these costs are included in the participant fee for the conference.  All other alcoholic beverage purchases are prohibited on the purchasing card. See UW-3043 – Exceptions/Approvals/Special Handling.

Appliances for break rooms (e.g. microwaves, refrigerators, coffee makers) are allowable if they are part of an approved building project or they are replacing existing, faulty appliances. Appliances for individual use in private offices are not allowed.

Awards that meet the criteria found in UW System Administrative Policy SYS 330: Prizes, Awards and Gifts are allowable on the purchasing card.

Capital equipment purchases greater than $5,000 must be made on a requisition or by a Delegated Purchasing Agent. The purchasing card may be used to buy component pieces of a capital equipment fabrication if the amount is less than $5,000 and the purchase meets the requirements defined by Procedure 3008.4 – Fabricated Capital Equipment. If the purchase meets the criteria of a component part, the transaction must be allocated to Account Code 4670, and the cardholder must complete the Purchasing Card Capital Equipment Documentation Form, noting the associated fabrication ID for the purchase.

Cash advances are technically not possible with a purchasing card. If a cardholder attempts to obtain cash from an ATM with their purchasing card, the request will be declined.

If the requirements outlined in UW-3049 Catering Policy are met, the catering expense is allowable on the purchasing card.  Note: Catering does not include food purchased and prepared by University staff or prepared food (box lunches, sandwiches, cheese trays, pizza, cookies, fruit or similar items) purchased from a licensed restaurant and/or catering operation and served by University staff on property owned/leased by the University.

Cellular service and equipment purchases are coordinated by DoIT in accordance with the State of Wisconsin cellular contracts and, therefore, are not allowable on the purchasing card. See UW-Madison Information Technology Cellular Service.

Copiers are not allowable on the purchasing card and must be purchased through the state contract.  See How to Purchase a Photocopier (Copier).

Cylinder gases are not allowed on the purchasing card. They must be purchased through MDS for safety and tracking purposes.

The purchase of decorative items (e.g. plants, artwork) is only allowable if the items are placed in a general reception area frequented by students and/or the general public. Decorative items for employee lounges, assigned offices or other work areas are not allowable on the purchasing card.

The purchasing card may be used to purchase items from an online auction source, such as ebay, provided the risk of loss has been minimized to the maximum extent possible and University procurement requirements are met. Cardholders should do everything possible to determine the true condition of the item being purchased. When purchasing an operating piece of equipment, it is expected that an independent person or company be used to validate the operating condition. Cardholders are encouraged to contact the Purchasing Specialist that handles the particular commodity prior to making an online auction purchase.

Fines, including parking tickets on or off campus, are not allowable on the purchasing card.

Gas may only be purchased on the purchasing card if it is going into a rental vehicle being used for University business. If an individual is driving their personal vehicle, mileage should be claimed on an expense report.

Gifts that meet the criteria found in UW System Administrative Policy SYS 330: Prizes, Awards and Gifts are allowable on the purchasing card.

Gift cards are allowable on the purchasing card provided the purchase is pursuant to UW-3027 Gift Cards Policy.

Holiday decorations are only allowable on the purchasing card when they are placed in open public areas, such as at a student union, student dormitory, or student health center.

Hospitality expenses (e.g. sympathy flowers, baby gifts, retirement gifts, greeting cards) are not allowed on the purchasing card unless pursuant to UW-3075 Official Functions and Expenses Policy.

Insurance is not allowable on the purchasing card other than for Cultural Insurance Services International program, Special Events Insurance, contracted rental vehicle insurance coverage (when necessary) or other approved insurance purchases. Contact Risk Management for more details or discussion on insurance purchases. Student Health Insurance Plan (SHIP) payments are processed by University Health Services.

Business meals are allowed on the purchasing card provided the purchase is pursuant to UW-3039 Business Meals Policy. Individual meals, which are reimbursed to travelers as part of a Meals & Incidentals (M&IE) per diem allowance, are not allowed on the purchasing card.

Membership renewals are allowable on the purchasing card; however the initial payment of a new membership must be processed on a requisition, a Direct Payment Form or via e-Reimbursement to allow for appropriate approvals.

Amazon Prime Memberships are not allowable on the purchasing card without prior approval from the Purchasing Card Program Manager and the cardholder’s Divisional Business Office.

The following parking expense are allowable on the purchasing card:

• Employees: Parking costs incurred outside of the employee’s headquarters city or at the airport.
• Non-employees: Parking costs incurred for UW business.

Postage/stamps are allowable on the purchasing card.

The only time printing should be charged to the purchasing card is if the print order is less than $50 and the service is provided by an external vendor. Print orders provided by internal vendors (e.g. DoIT, Student Print, campus library) should be paid via an internal billing method, not the purchasing card. Print orders with external vendors that exceed $49.99 must be competitively bid by Purchasing Services. See UW-3044 Printing Related and Printing Purchases.

Prizes that meet the criteria found in UW System Administrative Policy SYS 330, Prizes, Awards and Gifts are allowable on the purchasing card.

Recurring payments setup on an automatic payment cycle are not allowable; however, once an invoice has been reviewed and approved, the purchasing card can be used as a mechanism for payment.

Registrations are allowable on the purchasing card.

Services are allowable on the purchasing card as it is the payment processor who is required to report on taxable credit card transactions.  Prior to commencing service work on campus, the vendor must have a valid insurance certificate on file in the Risk Management Office.  See https://www.busserv.wisc.edu/Certs/Certs_Main_Menu.aspx to determine if the required documentation is already on file.

Sponsorships or donations are not allowable on the purchasing card.

Subscriptions are allowable on the purchasing card.

Tax reportable payments are allowed on the purchasing card as it is the payment processor who is required to report on taxable payments made with a credit card.

Weapons/ammunition are not allowable on the purchasing card. All purchases of weapons/ammunition must be approved by UW-Madison Police Department. Please see UW-3043 Exceptions/Approvals/Special Handling for further instruction.