Effective July 1, 2025
UW System Administrative Procedure 351.A

University Card Procedures

Original Issuance Date: June 5, 2025
Last Revision Date: June 5, 2025
Effective Date: July 1, 2025

1. Purpose of Procedures

This procedure outlines the steps for the effective use and management of all University card products used to procure goods, services, and travel on behalf of the Universities of Wisconsin (UW), ensuring compliance with UW System Administrative Policy 351, Purchasing Card Compliance Policy and UW System Administrative Policy 352, U.S. Bank Shared Liability Card Policy.

2. Responsible UW System Officer

Senior Associate Vice President for Finance

3. Scope and Institutional Responsibilities

This procedure, encompassing all card products, including all university liability and shared liability cards, defines the procedures for proper use of a university card and administration of the UW card programs.

4. Procedures

A. Eligibility

  1. Eligible Cardholders: Cardholders must be full-time or part-time university employees, including graduate student employees and Limited Term Employees (LTE), whose jobs benefit from using a UW-issued Card.
  2. Ineligible to hold a card: Cards may not be issued to undergraduate student employees, employees of foundations that are associated with any university, or contractors.

B. Responsibilities

I. Cardholders:

    1. Maintain the security of the card. Cards issued to employees are the responsibility of that employee and may not be shared with other employees. Cards issued to departments are to be secured by a department member and only given to others for business use when a defined process to track possession and usage is in place.
    2. Ensure the card is used in compliance with the card policies and procedures.
      1. Review Ineligible lists before making purchases; only purchase from suppliers not on an ineligible list.
      2. Utilize mandatory use contracts when applicable.
      3. Refrain from paying sales tax when not required. Please find the Sales Tax Exemption Information here.
      4. Follow tangential policies when purchasing items such as gifts, gift cards, or clothing.
      5. Personal use of a university liability (PCard/Department Card/CTS) card is prohibited.
    3. Collect required documentation to support all purchases, including an itemized receipt, business purpose, and other supporting documentation. Maintain these records for the required period as specified in the Record Retention Policy established by the Wisconsin Public Records Board. If receipts are lost, complete the Missing Receipt Form.
    4. Ensure all transactions on a cardholder’s card are legitimate. Any non-legitimate transactions must be resolved with the merchant or disputed with the bank by calling the 1-800 number on the card.
    5. Reconcile transactions within sixty days of the Credit Card Transaction Load Date in Workday.

II. Manager:

    1. Approve card application requests.
    2. Assist with any non-compliance disciplinary actions.
    3. Ensure cancellation of card of employees leaving their department, including departures for transferring to another department when a card is no longer needed or if the employee is leaving the specific UW institution.

  2. III. Cost Center Manager:

    1. Approve PCard application requests.
    2. Support Credit Card Administrators as needed.

IV. Driver Worktag Managers:

    1. Review and approve reconciled card transactions.
      1. Ensure purchase is a reasonable expense for the university.
      2. Ensure funding is correct.
      3. Ensure receipts and supporting documentation are present and accurate.
    2. Return transactions to reconciler if any of the above is not met.

V. Expense Operations Lead (UW-Madison only):

    1. Approve PCard application requests and manage transaction oversight.

VI. Credit Card Administrator:

    1. Oversee the program, including:
      1. Issuance of cards.
      2. Ensure training of each cardholder and approver is sufficient and current.
      3. Proper card adjustments based on credit needs and card usage.
      4. Closing of cards for employees whose university employment ends.
      5. Create a risk-based audit program to monitor card usage, such as reviewing:
        1. PCard transactions that exceed $5,000.
        2. Transactions for MCCs not on the DOA Approved list.
        3. Transactions that could be from questionable vendors or questionable goods or services.
        4. Transactions that may lack a suitable business purpose.
        5. Transactions that were intentionally split to circumvent bidding requirements.
      6. Conduct an annual review of spending limits to determine if each cardholder’s spending limits are both adequate and appropriate. The review must include transactions from at least 24 complete, consecutive cycles.
      7. Conduct an annual review of dormant cards and close accounts not in use.
      8. Review terminated employee lists to ensure card closure of employees no longer with the university.
    2. Coordinate with campus procurement offices for campus-specific processes.
    3. Work with DOA towards program compliance and unique requests.

VII. Procurement Operations Lead:

    1. Approve PCard single purchase limit requests exceeding $5,000.

C. Procedures for Unique Transactions

Following are unique procedures to follow for specific types of transactions:

I. Rebates and/or cash back offers:

These funds belong to the university. Cardholder must document the amount of the rebate and/or cash back. Cash or check rebates must be deposited into a university account that offsets the same funding used to make the purchase. Store rebates may only be used by the university for future university business purchases.

II. Refunds from past transactions:

Refunds must be issued as a credit against the card used to make the purchase. Cardholders are responsible for ensuring all credits due are received and the funding is the same as the debit transaction.

III. Lodging:

    1. When making lodging reservations, UW System Administrative Policy 405, Universities of Wisconsin Travel and Expenses Policy must be followed.
    2. When using a PCard, only room, lodging facility parking, and lodging facility business communications charges for UW employees may be put on the PCard and must be supported by an original receipt furnished by the lodging facility. Expenses such as meals, porterage, telephone calls, room service, laundry, etc., may not be placed on a PCard.
    3. Receipts which exceed the maximum daily rate allowed must be accompanied by an explanation of the reasonableness of the expense, i.e., conference site and listed in the “Expense Justification.”
    4. The following supporting documentation must be included when reconciling the transaction:
      1. Date(s) of stay
      2. Destination
      3. Name of lodging facility (Merchant)
      4. Address of lodging facility for all student lodging expenses
      5. Business purpose of trip
      6. Number of nights private accommodation (total nights per person)
      7. Room rate
      8. Total cost of transaction
    5. Provide tax exempt documentation: a Wisconsin Tax Exempt Certificate, UW System’s tax-exempt wallet card, or Out of State Tax Exemption Certificate at the time of reservation.

IV. Air Travel:

    1. When making airline reservations, UW System Administrative Policy 405, Universities of Wisconsin Travel and Expenses Policy must be followed.
    2. Receipts provided should be the highest form of receipt issued by the airline/travel agency.
    3. The following supporting documentation must be included when reconciling the transaction:
      1. Traveler’s name
      2. Origination/destination
      3. Departure/arrival dates
      4. Amount of fare
      5. Airline Ticket Number
      6. Routing
      7. Business purpose of trip

V. Vehicle Rental:

    1. When making vehicle rental reservations, UW System Administrative Policy 405, Universities of Wisconsin Travel and Expenses Policy must be followed.
    2. Payment for the rental is due upon return of the vehicle and must be paid with a charge card in the driver’s name.
    3. Employees and students must be prepared to provide UW System identification and any applicable tax-exempt documentation to receive tax exemption on qualifying rentals (i.e. rentals originating in Wisconsin or participating States).
    4. The following supporting documentation must be included when reconciling the transaction:
      1. Rental agreement and final paid receipt as provided upon vehicle return.
      2. Receipts for all gas purchases (must be an actual receipt from gas station).

VI. University Sponsored Meals and Events:

    1. When making payments for university sponsored business meals and events, UW System Administrative Policy 435, Business Meals and Events Policy must be followed.
      1. A list of meeting attendees, total number of attendees, the business purpose, a statement on why food or meals were necessary for this meeting, and an itemized receipt are all required.
    2. If the meal or event is part of an Official Function, UW System Administrative Policy 312, Official Functions must be followed, including demonstrating pre approval must be completed and attached. Documentation needed:
      1. Pre approval can be either a completed Spend Authorization with “Official Functions” business purpose or a completed Official Functions Form.
      2. State if meals or lodging were included in the event fees, and if so identify all UW employees in attendance.
      3. Provide the number of attendees.
      4. List business purpose of event.
      5. Itemized receipts of all expenses from the venue.

VII. General Goods Purchases:

    1. All purchases of goods for university purposes costing less than $5,000 can be placed on a PCard unless the product is available on a catalog enabled supplier through Workday. Neither Shared Liability cards nor personal funds should be used.
    2. The following supporting documentation must be included when reconciling the transaction:
      1. Itemized Receipt
      2. Business purpose written in a manner that allows university employees from outside the procuring department to understand what is being purchased (both why it was purchased, the business need, and what was purchased).
    3. Pre-approval or unique process transactions:
      1. Alcoholic beverages – Alcohol is only allowable when purchased for resale or when hosting a conference dinner. Refer to UW System Administrative Policy 435, Business Meals and Events Policy.
      2. Ammunition – Allowable when purchased by appropriate department, i.e., Police and Security, and purchased on the mandatory Statewide Contract for Ammunition or if required to purchase specific ammunition not included in the contract.
      3. Athletics Team Meals – Allowable when within UW System Administrative Policy 435, Business Meals and Events Policy and/or NCAA guidelines. A list of athletes and coaches on the trip, the trip event (such as the name and location of the athletic event), the business purpose, and an itemized receipt are all required.
      4. Capital equipment or component parts – Allowable when all procurement policies and procedures are followed and transaction is coded or reallocated to appropriate ledger code to allow for proper capitalization per UW System Administrative Policy 334, Accountability for Capital Equipment. May need approval to increase dollar limits on card in order for acceptance.
      5. Chemicals – Allowable when all procurement policies and procedures are followed.
      6. Cylinder gases – Allowable when all procurement policies and procedures are followed.
      7. Drugs and Pharmaceuticals – Allowable when purchased by appropriate department, i.e., Student Health Centers, and when all procurement policies and procedures are followed.
      8. Flowers/decorative items – not allowable for funerals or celebrations. Allowable when such items are placed in a general reception area frequented by students and/or the general public. The purchase of items placed in employee lounges, assigned offices, or other work areas are not allowable. Purchases made for official functions are allowable in accordance with UW System Administrative Policy 312, Official Functions.
      9. Gasoline/fuel – Allowable only when used in conjunction with car rental. All other gasoline/fuel, including gasoline/fuel for lawnmowers and other off-road units, must be obtained from a campus fueling station, if available, or purchased using a WEX fuel card.
      10. Gift Cards – Allowable in accordance with UW System Administrative Policy 330, Prizes, Awards, and Gifts. Gift cards may not be awarded to employees or Non-Resident Aliens and cannot be used for the payment of services or other tax reportable transactions. Prior to purchasing gift cards, a Workday spend authorization must be submitted and approved. The name and contact information of each gift card recipient should be documented on a Gift Card Log Sheet.
      11. Greeting Cards – Greeting cards are not allowable unless the purchases are made for official functions, which are allowable in accordance with UW System Administrative Policy 312, Official Functions. 
      12. Leases/rentals – Not allowed on a purchasing card.
      13. Printing – Allowable for printing under $50.00 and as a payment mechanism for printing over $49.99 ordered through an established contract or a competitive bid for custom printed materials, quick copy/duplicating, photocopying, and direct digital printing.
      14. Radioactive materials – Allowable when purchased by appropriate department, i.e., research laboratories, and when all procurement policies and procedures are followed.
      15. Registrations, subscriptions, and membership renewals – Allowable (excluding Amazon Prime, Costco, or other retail memberships) provided the initial membership fee is processed on a requisition or direct charge to allow for appropriate approvals. Once membership is approved as a valid UW charge, subsequent renewal payments may be processed on the card.
      16. Software (both on-premise and cloud-based) – Allowed only when following parameters set in contract 505ENT-M23-NASPOSVAR-00, and, with approval from your campus IT office.
      17. Statewide Contracts – Allowable except when specific contract prohibits the use of the purchasing card.
      18. Tobacco– Allowable only when purchased for an activity related to an official function in accordance with UW System Administrative Policy 312, Official Functions. For example, offering tobacco for Indigenous ceremonial practices is a respectful way of asking for assistance for a song, an opening prayer, a teaching, Indigenous knowledge, or for advice.

5.     Related Documents

UW System Administrative Policy 312, Official Functions
UW System Administrative Policy 330, Prizes, Awards, and Gifts
UW System Administrative Policy 334, Accountability for Capital Equipment
UW System Administrative Policy 351, Purchasing Card Compliance Policy
UW System Administrative Policy 352, US Bank Shared Liability Card Policy
UW System Administrative Policy 405, Universities of Wisconsin Travel and Expenses Policy
UW System Administrative Policy 435, Business Meals and Events

6.     Procedure History

First Approved: June 5, 2025