SYS 351 & SYS 351.A University Comments and Concerns

SYS 351, Purchasing Card Compliance Policy

  • Comment 1: Commenters from UW-Stout requested we add clarification about allowing delegates to approve on behalf of others on Section 3.
    • Response 1: Policy has been updated to state the following Workday roles, and/or their delegates when allowable, have specific responsibilities in addition to completing required training.
  • Comment 2: Commenters from UW-Stout requested we update the responsibilities for the Driver Worktag Managers in Section 3 to including both reviewing and approving PCard transactions responsibilities.
    • Response 2: Policy has been updated as requested.
  • Comment 3: Commenters from UW-Stout and UW-Milwaukee requested clarification regarding the maximum allowable single purchase limit in Section 6 C, Purchase and Credit Limit.
    • Response 3: Policy has been updated to confirm the maximum allowable singe purchase limit is $5,000, unless approved as outlined above. In this case the Procurement Operations Lead and the Credit Card Administrator roles, or their delegates, would have to approve this higher limit request.
  • Comment 4: Commenters from UW-Stout, UW-Madison, and UW Administration had questions or comments about supporting documentation requirements and if the policy should state all transactions must include a business purpose.
    • Response 4: The decision is to leave the verbiage mostly as is. If an employee has a PCard only for routine purchases, a business purpose is not required. It is always recommended to be included as some commenters pointed out to avoid send backs. Also what is routine to a cardholder may not be considered routine to an approver.
  • Comment 5: Commenters from UW Stout and UW Milwaukee asked to clarify Section 6.H around Records Retention requirements.
    • Response 5: Policy language was updated to note that Workday will be the official source for record retention purposes. Employees do not need to retain any documentation after the Expense Report is fully approved. The Workday system will store the documents for the 6 years plus the current year, but no action is needed by the employee or cardholder so that language was removed to avoid confusion.
  • Comment 6: Commenters from UW-Stout had a question regarding Sections 6.J and K, if the Credit Card Administrator roles also have to be notified of any Lost or Stolen Cards as well as Unauthorized Transactions/Suspected Fraud.
    • Response 6: The answer is no, only US Bank needs to be notified. Employees may contact the Credit Card Administrator with any questions, but it is not required.
  • Comment 7: Commenters from UW-Stout asked about the current policies Appendix C and if that will be replaced.
    • Response 7: UWSS is working on creating new PCard pages and much of the content found in the current Appendix C will be on the webpage versus in the Policy or Procedure.
  • Comment 8: Commenters from UW-Milwaukee asked to include in Section 4 sentence 1 “making small purchases up to and including $5,000.
    • Response 8: Verbiage was updated to “and including” as requested.
  • Comment 9: Commenters from UW-Milwaukee asked to consider adding language on where to obtain a tax exemption card.
    • Response 9: This information varies by campus and can not be added to the Policy or Procedures. Checking with your campus Travel Manager or Financial Business Office is recommended.
  • Comment 10: Commenters from UW-Milwaukee requested changing “vendor receipt” to “supplier” and “itemized” before receipt.
    • Response 10: Verbiage was not changed as the word “vendor” is used earlier in the section and the UW uses the term “vendor” more often when referring to credit card policies and procedures (such as ineligible vendor lists). The clarification on “itemized” was not added as not all vendors/merchants offer itemized receipts. When offered, itemized receipts should be provided.

SYS 351.A, University Card Procedures

  • Comment 1: Commenters from UW-Milwaukee requested changes under Section 4, Procedures to separate out Eligibility and Responsibilities and to remove “Purchasing.”
    • Response 1: Procedures were updated to separate out “Eligibility” and “Responsibilities” instead of all content being listed under Responsibilities. Removed “Purchasing” from Cardholders and these procedures correspond to all UW Cardholders.
  • Comment 2: Commenters from UW-Milwaukee requested links to ineligible lists.
    • Response 2: Links were added as requested.
  • Comment 3: Commenters from UW-Milwaukee requested links to the gift card policy.
    • Response 3: Links were not added as it should be listed under related documents once the Policy is reviewed and/or updated in 2026.
  • Comment 4: Commenters from UW-Milwaukee wanted a definition or example of a university liability card to avoid confusion.
    • Response 4: Procedures were updated in parentheses to list the common University Liability cards (PCard, Department Card/CTS) card types.
  • Comment 5: Commenters from UW-Milwaukee and UW-Madison suggested updating language around the reconciliation deadline is within sixty days of the Credit Card Transaction Load Date in Workday and not just the Transaction Date.
    • Response 5: Verbiage was updated as requested.
  • Comment 6: Commenters from UW-Milwaukee requested to add/clarify to the managers responsibilities on cancelation of cards.
    • Response 6: With Workday, cards will automatically be closed when an employee terminates. Verbiage was added to clarify that managers should ensure the cancellation of the card if a card is no longer needed or the employee is leaving that specific UW institution. If an employee changes departments, but still works at the same campus, the card no longer has to be canceled since there is no longer default funding. The employee may keep the card, if they still have a need in their new job and they are not changing campuses.
  • Comment 7: Commenters from UW-Milwaukee asked about the Credit Card Administrator roles, what items/responsibilities apply to all UW card products versus just the PCard/University Liability Card product and if the word “reviewing” could be added before the list of responsibilities.
    • Response 7: Procedures were updated to clarify the differences, and updated the “reviewing” prior to the list to remove redundancy.
  • Comment 8: Commenters from UW-Milwaukee asked to have change the label of “Procedures” under the “Procedures” section.
    • Response 8: Verbiage was update to “Procedures for Unique Transactions” as that description is more accurate and helpful.
  • Comment 9: Commenters from UW-Milwaukee asked for clarification on the different types of tax exemption documentation.
    • Response 9: Verbiage on the different types is now listed under Lodging 5. And then under Vehicle Rental section changed the reference to any applicable tax-exempt documentation to receive tax exemption on qualifying rentals.