The Procurement Card is a tool for University employees to use to make low dollar purchases for official department and office needs. It allows you, the designated employee cardholder, to purchase supplies faster and more easily than before. You no longer need to create a purchase requisition or have a blanket order issued prior to buying qualifying items. Instead, you may purchase these low-dollar items ($5,000 and under) with a VISA credit card issued in your name. The per transaction limit, $1,500 - $5,000, will be set at the time the application is processed.
The VISA Procurement Card payment system is an individual two-week billing / central payment system. You, the cardholder, receive an account statement for information and reconciliation purposes only. An electronic billing file is sent centrally to Accounts Payable, together with a summary of all charges with supporting detail. Accounts Payable makes one payment to VISA on behalf of all cardholders. Expenditure transactions are processed through the accounting system and posted to the various accounting code combinations.
What is a Procurement Card
- In brief, a Procurement Card is: Authority granted by the University to individual state employees
- For official state use only
- Authorized for purchases $5,000 and under
- Authorized for use only with certain categories of merchants and commodities
- A Procurement Card is NOT: A means to avoid appropriate purchasing or payment procedures
- A card to access cash or credit
- For interagency or intra-agency transactions
- A travel card
- A right of employment
- The Procurement Card enables cardholders, Purchasing staff and Accounts Payable staff to perform more effectively and to focus on the value-added aspects of their jobs by:Reducing time needed to purchase and receive supplies
- Reducing the number of requisitions and purchase orders
- Reducing reimbursements from petty cash
- Reducing invoicing problems
- Reducing the number of Accounts Payable checks
The use of the Procurement Card results in University liability, NOT a personal liability for the cardholder. Your personal credit rating will not be affected. However, remember that you sign an agreement with the University prior to receiving the card and as such you are responsible for any misuse of the card as outlined in this manual.
Obtaining a Procurement Card
The Procurement Credit Card Application and Use Agreement and Set-Up e-form can be found as an eform under the Business Services drop-down. An application must be completed for each budget account to be charged and/or each cardholder on any one account. Complete the e-form and submit through the electronic workflow. Your supervisor must approve your application request. A training session will be scheduled for attendance by each cardholder at the time you pick up the card. The Program Administrator will request a card from US Bank (VISA). Your card should arrive within 10 working days. The Program Administrator will automatically request a new Procurement Card when your old card expires, unless you indicate that you no longer need a card.
Using Your Procurement Card
The Procurement Card is to be used to purchase low-dollar value items with the total amount of any purchase not to exceed your per transaction limit. There are Statewide Contracts that are mandatory and we are to buy from vendors on those contracts. To access a listing of current contracts, go to http://vendornet.state.wi.us/vendornet/. VendorNet was created to provide access to information regarding a vendor's goods and services to the state as well as state agencies. Certain exceptions to using the procurement card can apply.
Examples of items that may be purchased with the card
|Books—Classroom or Office||Hardware Supplies|
|Classroom Supplies||Laboratory Supplies|
|Computer Supplies||Maintenance Supplies|
|Electrical Supplies||Plumbing Supplies|
|Federal Express Charges||Slide Duplication|
|Dues and Memberships (Only one payment per individual or institution per year)||Subscriptions—New And Renewal (Only one payment per individual or institution per year)|
|Video and Camera Supplies|
Items that may not be purchased with the card
|Academic Support Services||Entertainment|
|Alarm or Security Systems||Leases|
|Alcoholic Beverages||Legal Services|
|*Ammunition or Weapons||Motor Vehicles|
|Cash Advances||Personal Items|
|Consulting Services||Printing or Photocopying|
|Travel Expenses/Registration Fees||Radioactive Material|
|Flowers, Gifts or Awards||Food Items, Refreshments, Meals|
*Ammunition - Allowable when purchased by appropriate department, e.g. Police and Security, and purchased on the mandatory Statewide contract for Ammunition or if required to purchase specific ammunition not included in the contract.
The majority of items listed on the State Procurement Statewide Contracts may be purchased with the Procurement Card.
Making a Purchase with Your Card
- If the purchase is greater than $5,000
- Use other purchasing procedures and submit an e-form purchase requisition to Purchasing, unless your department or office has been delegated authority to create its own purchase orders.
- If the purchase is greater than your initial per transaction limit but under $5,000
- Contact the Program Administrator to have your per transaction limit raised to the maximum of $5,000.
- If the purchase is less than your initial per transaction limit, use your Procurement Card
- Locate an appropriate vendor for the materials desired. Use your best judgment to choose a vendor.
- Give the vendor the Procurement Card number and expiration date or present the card to the vendor.
- Tell the vendor that the University is tax exempt. Provide the tax exempt number that is printed on the card.
- If the material is picked up
- Obtain the itemized receipt indicating the purchase price.
- Retain the receipts or invoices.
- Record the purchase on the transaction summary log.
- If the material is ordered via the department's phone, fax, or letter
- Instruct the vendor to place the letters "VISA" in the purchase order number field of the invoice or packing slip to avoid possible duplicate payments.
- Instruct the vendor to enclose or mail a copy of the itemized receipt or invoice with the shipment.
- Instruct the vendor to ship the receipt and materials to:
- University of Wisconsin- Eau Claire (Your Department Name)/(Room and Building Number)
- (Your Department Street Address)
- Eau Claire, WI 54701
- If the material is ordered via the internet
- Print off the pages showing pricing or the acknowledgement of the order once you are finished with the on-line order.
- If the vendor does not accept credit cards
- You may choose another vendor.
- You may complete the transaction using a purchase order.
Maintaining the Transaction Summary Log
It is no longer mandatory to process a summary log. Cardholder and Supervisor can approve and sign directly on the US Bank statement that is received by the cardholder. Remember to note a business purpose for each transaction on the statement or attach a separate paper documenting each business purpose. If you choose to process a summary log, use the newest version of the Procurement Card Transaction Summary Log form located on the Purchasing website.
- Retain all receipts, credit slips and invoices from each purchase.
- Log each purchase or return on the transaction summary log. You must provide the following information:
- Cardholder name
- Period you are reporting data for
- Date of Purchase or Return
- Vendor name
- Description of Item Purchased or Returned
- Amount of the transaction
- Business purpose for each transaction
- The Cardholder and their Supervisor must each sign the transaction summary log / US Bank statement. This log, along with original receipts and VISA statement, must be turned in to the Purchasing Program Administrator within one week of receiving the Procurement Card statement.
How the Bills are Paid
The University is responsible for all charges made with the University of Wisconsin - Eau Claire VISA cards. Your name also appears on the VISA card, as you are the user of the card, but there is no personal liability.
US Bank bills UW - Eau Claire electronically every two weeks. Accounts Payable receives a file that contains the University transactions. Your transactions are expensed to the General Ledger account that you indicated when you requested a VISA card.
Reconciling Your Statement
- If you have had posted transactions during the preceding statement period, you will receive a Procurement Card Statement from US Bank. This statement will
- List all transactions against your account.
- Show the transaction and posting dates.
- Show the vendor name. (Sometimes this does not match the company name if the vendor does business under numerous names.)
- Show the amount of the charge.
- If you receive a Procurement Card Statement
- Verify that the charges listed are correct.
- Check off, in the column provided on the transaction summary log, those transactions that were included on the statement.
- Forward the Procurement Card Statement, the original signed transaction log, and all appropriate original invoices, receipts, or packing slips to the Purchasing Office within two weeks from the receipt of the statement.
- Attach the invoices or packing slips to the transaction log in the order that they appear on the statement.
Handling the Return of Merchandise
- If the materials can be returned in person—
- Take your materials and your charge slips to the vendor.
- Exchange the materials if desired. Use your purchasing card for both credits and additional charges, if any.
- Retain your receipts. You will need to submit your receipts as the transactions appear on your Procurement Card statement.
- Do not accept a refund in cash or by check.
- If the materials are sent back—
- Call the vendor to determine how to return the merchandise.
- Follow the vendor instructions for packaging and labeling of the merchandise.
- Request a credit to your VISA card or the shipment of the correct merchandise.
- Retain receipts for your transaction log.
Handling a Disputed Charge
If you have a disputed charge and cannot reach resolution with the supplier, contact U.S. Bank's Customer Service at 800-344-5696 and request the form entitled Corporate Disputes. Fill out the form and send the form back to Cardmember Services. Attach a copy to the statement and/or log summary. This written notice of dispute must be received by Cardmember Services within 60 days of the date that US Bank sent the first statement.
Safeguarding Your Procurement Card
- You should handle your Procurement Card with the same level of care used with your personal credit cards:
- Do not lend the card to another person.
- Do not post your credit card number in any location that is accessible to others.
- Secure the card, either on your person or in a safe location in your office.
- Report a lost or stolen card immediately. Unlike personal credit cards where cardholders are responsible for paying the first $50 if the card is stolen or misused, the Procurement Card program holds the University responsible for paying ALL charges resulting from stolen or misused cards until CorporatePayment Systems has been notified.
On weekends or after University business hours, you should call Corporate Payment Systems at 800-344-5696. At the first available opportunity, report the same information to the Purchasing Program Administrator.
What If You Change Jobs
If you leave UW- Eau Claire or transfer to another department, you must return your Procurement Card to the Purchasing Program Administrator. The Purchasing Program Administrator will cancel the card. We do not reissue the same Procurement Cardnumber to other employees for their use. Before sending a cancelled Procurement Card to Purchasing, cut the card in half.
Prior to your last day on campus or in your department, return all receipts, credit slips, invoices, and any other documentation for pending purchases to the member of your department who will be responsible for filling out the transaction summary log after your departure.
If you are interested in obtaining a Procurement Card in your new job, discuss the process with your supervisor. If you have purchasing duties in your new position, you may apply for a Procurement Card against the appropriate accounts.
Who to Contact for Assistance or Information
- Carley Kukuk, Procurement Credit Card Program Administrator, 715-836-5171, firstname.lastname@example.org
- To apply for a Procurement Card
- For questions about procedures and policies
- To replace a damaged card
- For assistance with supplies
- For account inquiries
- For billing information
- To report a lost or stolen card
- To report problems with your monthly US Bank statement
- For emergencies when Carley is unavailable, or outside of University office hours, call Corporate Payment Systems at 800-344-5696.