UW System Administrative Policy 352

U.S. Bank Shared Liability Card Policy

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

1. Policy Purpose

The policies and procedures in this document define eligibility, responsibility, and proper card usage. They are designed to ensure that individual travelers and those responsible for supervising cardholders, and approving expenses comply with this Policy and the State of Wisconsin travel regulations.

Please remember that if you use a State of Wisconsin/UW System Shared Liability Card, you do so with an understanding of and under the conditions set forth in this policy and SYS 351.A, University Card Procedures.

If the State of Wisconsin/UW System were to contract with another financial institution other than U.S. Bank in the future, the information used to open a Shared Liability Card may be transferred using confidential, secure methods to the new institution to provide continuous service.

2. Responsible UW System Officer

Senior Associate Vice President for Finance

3. Scope and Institutional Responsibilities

Institutions must adhere to this UW System policy and procedures. UW-Madison may develop their own procedures and/or guidance to operationalize this System policy.

4. Background

The State of Wisconsin and UW System have contracted with U.S. Bank to offer state/UW System employees a Shared Liability Card as a method of payment for official, university related expenses (primarily meeting and travel related expenses).

Use of the Shared Liability Card benefits the State/UW System as it greatly reduces the need for cash advances and streamlines reimbursement procedures by loading all transactions into Workday Expenses for reconciliation.

5. Definitions

None listed.

6. Policy Statement

A. General Card Use

  • For University related purchases. Expenses that are either fully or partially reimbursable.
  • In compliance with UW policies and procedures.
  • Used for expenses incurred/consumed by the cardholder (may not be used to pay for expenses on behalf of others unless it is a shared expense).

B. Benefits of Using the Shared Liability Card

  • No annual fees
  • Non-invasive credit assessment (inquiries not reflected on your personal credit records)

C. Shared Liability Card Eligibility

  • Must be a UW employee and meet requirements set forth by U.S. Bank

D. Credit Limit and Cash Advance Allowance

  • Limits should be set based on business needs, and will be approved by the employee’s manager and by the Credit Card Administrators.
  • Cash advance allowance of up to 10% is allowable at manager and Credit Card Administrator’s discretion based on business need.

E. Documentation Requirements

  • Documentation requirements for Shared Liability card transactions are the same as all other out of pocket expenses (cash/personal card). See SYS 405, Universities of Wisconsin Travel and Expenses Policy for details.
  • All documents related to the Shared Liability Card may be fully disclosed as public record to the extent provided by Open Records Law as well as searchable in Open Book.
  • All transactions must be reconciled in the Workday Expenses module, including any personal charges and late fees.

F. Payments and Late Fees

  • All approved transactions in Workday Expenses will be paid to U.S. Bank.
  • Finance fees are assessed by U.S. Bank if the balance becomes 61 days past due.
  • Late fees and finance fees are not reimbursable.
  • It is the employee’s responsibility to pay all personal charges and all finance and late fees directly to U.S. Bank.
  • Anything U.S. Bank considers “extremely delinquent” may impact your credit. Please see the guidance document for more details

G. Shared Liability Card Audits

  • Transactions are reviewed and audited by the State of Wisconsin Department of Administration, the Legislative Audit Bureau, UW System, and UW-Madison’s Division of Business Services for UW-Madison transactions.

H. Lost or Stolen Cards

  • Cardholders must immediately notify U.S. Bank Customer Service if their card is lost or stolen.

I. Unauthorized Transactions/Suspected Fraud

  • Cardholders must immediately notify U.S. Bank Fraud Department of any unauthorized transactions or suspected fraudulent activity. Shared Liability Card fraud committed by a UW employee should be reported to the appropriate Credit Card Administrator.

J. Cancellation of Card

  • Will be automatically cancelled upon termination
  • If employee opts to have card canceled
  • If account becomes 120 day past due, and may not be reinstated
  • No account activity in over 22 months
  • For non-compliance to UW Policies and Procedures

K. Responsibilities

I. Cardholder:

    • Adhering to this policy and accompanying procedures as well as other Travel, Expense, and Purchasing policies and procedures
    • Notify U.S. Bank of any changes in name, address, or contact information
    • Work directly with U.S. Bank to resolve billing disputes

  2. II. Manager:

    • Approve all Shared Liability Card applications, ensuring necessity of limits over $5,000 and cash advance allowances
    • Ensure compliance with this policy and procedures when requested by the Credit Card Administrators (follow up activities and disciplinary actions)

  3.  III. Credit Card Administrators:

    • Approve applications and ensure training completion
    • Ensure compliance with this policy and procedures
    • Have authority to revoke or cancel cards

7. Related Documents

UW System Administrative Procedure 351.A, University Card Procedures
UW System Administrative Policy 405, Universities of Wisconsin Travel and Expenses Policy

8. Policy History

First approved: June 5, 2025

*Prior to becoming a UW System Administrative Policy, information about the administration of these cards was located on the US Bank Corporate Travel Card page.

9. Scheduled Review

July 2030