UW Whitewater Administrative Affairs
Procard Manual


What is a Purchasing Card? What Are the Benefits of a Purchasing Card
Who Are likely card holders? How do I Obtain a Purchasing Card?
Personal Liability and Your Credit Rating Guidelines for Card Use
General Instructions for Card Use Statement Verification
What if Supplier Does Not Accept Credit Cards Returns, Credits and Disputed Items
Credit Card Security Reporting Lost or Stolen Cards
Random Audits Consequences of Failure to Comply with Program Guidelines
What if I Leave the Agency or Transfer to Another Unit? Key Contacts












What is a Purchasing Card?
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Consequences of Failure to Comply with Program Guidelines]
[Key Contacts]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
 The Purchasing Card is a tool for agency employees to use to make low-dollar purchases for official agency business needs. It allows your agency head to delegate the authority to purchase low-dollar items directly to you, the designated card holder, enabling you to purchase supplies faster and more easily than before. You will no longer have to create a purchase requisition 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 VISA Purchasing Card payment system is an individual bill/central payment system. You, the card holder, receive a monthly account statement for information and reconciliation purposes only. An electronic billing file is sent centrally to the account system, together with a summary of all charges with supporting detail. Accounting makes one payment to VISA on behalf of all card holders. Expenditure transactions are processed through the agency's accounting systems and posted to various accounting code combinations.
In brief, a purchasing Card is:
  • Authority granted by the agency head to individual state employees
  • For official state use only
  • Authorized for purchases $5,000 and under
  • Authorized for use with only certain categories of merchants and commodities
A Purchasing Card is NOT:
  • A means to avoid appropriate procurement or payment procedures
  • A card to access cash or credit
  • For interagency or intra-agency transactions
  • A travel card (except for conference registrations)
  • A right of employment
  • For personal use
What Are the Benefits of a Purchasing Card?
[Random Audits]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		The Purchasing Card enables card holders, purchasing and accounting staff to perform more effectively and focus on the value-added aspects of your 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 checks issued














Who Are Likely Card holders?
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		In addition to purchasing staff, other staff will benefit from being card holders, such as:
  • Field staff, who may need emergency parts or supplies
  • Librarians/others who routinely buy subscriptions and books
  • Program support staff who buy supplies
  • Mechanics, engineers

















How Do I Obtain a Purchasing Card?
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
  1. Contact your Agency Purchasing Card Coordinator, Michael T. Hirschfield 472-1633
  2. Complete a Purchasing Card Application and Use Agreement.
    Your participation must be approved by management at the level required by your college to grant purchasing approval for transactions $5,000 and under.
  3. Attend a training session.
  4. The Purchasing Card Account Setup Form provided by Elan/VISA must be completed and signed by your designated agency authorizers.
  5. Keep a copy of the Purchasing Card Application and Use Agreement. The Coordinator keeps the original application.












Personal Liability and Your Credit Rating
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		The use of the Purchasing Card results in agency liability, NOT a personal liability for the card holder. Your credit rating will not be affected. However, remember that you sign an agreement with your agency prior to receiving the card and as such you are responsible for any misuse of the card as outlined in this manual.




















Guidelines for Card Use
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		The Purchasing Card is to be used to purchase low-dollar value items with total amount of any purchase not to exceed $5,000. Certain exceptions to use of the Purchasing Card apply:
Examples of items that may not be purchased with the card
Insurance Alcoholic beverages
Flowers/gifts Ammunition/weapons
Gasoline/fuel Printing
Leases/rentals Radioactive materials
Legal Services Tax reportable services
Motor vehicles Travel/meals/entertainment

NOTE: Attempting to buy from merchants that provide these goods/services will cause your transaction to be denied.

Other exclusions:
  • Cash advances (ATM or other)
  • Items, subscriptions and services for personal, non-business use.
  • Commodities and services available on mandatory State Procurement Operation Bulletins (unless otherwise noted on the bulletin)
  • Purchases from Work Centers
General Instructions for Card Use
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
  1. If the transaction value is greater than$5,000, use traditional purchasing procedures and follow your agency-established process.


  2. If the transaction value is $5,000 or less:
    • Using best judgment, determine an appropriate vendor for the materials desired
    • Give the vendor your Purchasing Card number and expiration date or present the card at the point of sale.
    • Tell the vendor that the State is exempt from State sales taxes.
    NOTE: The Wisconsin Department of Revenue is issuing a tax exempt number for each state agency. This number may appear on the third line of em bossing on your card. If you have a card issued before the tax exempt numbers were assigned, ask your Coordinator for your agency number and make a note of it to provide to merchants as necessary. New cards will be issued as determined by the Coordinator.

  3. If the material will be shipped or delivered, tell the vendor to enclose or mail a copy of the receipt/invoice with each shipment. Have the vendor mark it "Credit card order - paid" to avoid duplicate payments.
    • If the material is picked up, obtain the itemized receipt indicating the purchase price.


  4. Maintain a purchase record log.
    • Save the original receipts/shipping invoices in an envelope.
Statement Verification
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[What is a Purchasing Card?]
  1. You will receive a statement for your account directly from the card company. (an electronic billing file is sent to the University for payment processing.)
  2. It is your responsibility as the card holder to verify the correctness of the statement against your purchase record and receipts.
  3. The cardholder will then sign the record to attest that all purchases are for official state business and comply with appropriate rules and regulations. The cardholder will then forward the signed record with original receipts to his/her supervisor for their review and signature. A post audit will be performed by the University agency-designated reviewer.
  4. Purchase card charges must be verified against the General Ledger via WISDM as part of the reconciliation process. Maintain WISDM verification with your purchase record.















What if the Supplier Does Not Accept Credit Cards?
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[Statement Verification]
[What is a Purchasing Card?]
    Not all suppliers accept Purchasing Cards. If this happens:
  • Choose another supplier or:
  • Complete the transaction using traditional purchasing procedures, then:
  • Ask the supplier if they are interested in accepting VISA. If yes, refer them to the Agency Purchasing Card Coordinator for information about signing up as a VISA merchant.


















Returns, Credits and Disputed Items
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		You are responsible for following up with merchant or bank on any erroneous charges, disputed items or returns as soon as possible. Disputed billings can result from failure to receive the goods charged, defective merchandise, incorrect dollar amounts, duplicate charges, credit not processed, as well as fraud and misuse.

If you have a problem with a purchased item or a billing resulting from use of the VISA Purchasing Card, you should first try to reach a resolution with the supplier that provided the item. In most cases disputes can be resolved directly between the card holder and the supplier.

Credits
Referring to your receipt, request from the merchant that a credit be placed on your card account. If the item was shipped, refer to the shipping form you kept with your purchase record.

Returns
A credit should be issued for any item that the supplier has approved for return. the credit will appear on a subsequent statement. Any item purchased with the VISA Purchasing Card that is returned must be returned for credit. Do not accept a refund in cash or check format

Make sure you keep documentation of credits, returns and exchanges with your purchase record.

Disputed Items If you have a disputed charge and cannot reach resolution with the supplier, complete the ELAN Visa Purchasing Card billing Inquiry Form and send it to ELAN Financial Services with a copy to your Agency Purchasing Card Coordinator. This written notice of dispute must be received by ELAN within 60 days of the date that Elan sent the first statement or transaction file.
Credit Card Security
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Random Audits]
[Statement Verification]
[What is a Purchasing Card?]
 		Your Purchasing Card should be treated with the same level of care you use with your personal credit cards.
  • Do not lend your card to anyone. The only person authorized to use the Purchasing Card is the person whose name is on the from of the card and who completed the Purchasing Card Application and Use Agreement.
  • Guard your Purchasing Card account number carefully. Do not post it or write it in location that is accessible to others.















Reporting Lost or Stolen Cards
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		You must notify Michael T. Hirschfield, University Purchasing Card Administrator immediately when you discover your card is lost or stolen.

Unlike personal credit cards where card holders are responsible for paying the first $50.00 if the card is stolen or misused, the Purchasing Card program holds the agency responsible for paying all charges resulting from stolen or misused cards until Elan has been notified.

On weekends or after agency business hours, you should report a lost or stolen card or other emergency situation, by calling Elan at 800/393-3526. At the first available opportunity, report the same information to your University Purchasing Card Administrator.















Random Audits
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Key Contacts]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		Your agency purchasing and accounting offices, as well as the State Bureau of Procurement and the State Controller's Office, will conduct random audits of Purchasing Card use. The primary purpose of these audits is to ensure that the Purchasing Card program procedures are being followed and that:
  • Purchase volume appears reasonable
  • The card is being used for appropriate transactions
  • Documentation is complete















Consequences of Failure to Comply with Program Guidelines
[Random Audits]
[Key Contacts]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		Any misuse of the card or other failure to comply with these procedures will result in the following card holder consequences:
  • Revocation of card.
  • Disciplinary measures, if appropriate.

"In addition, if the misuse involves personal transactions, the cardholder is subject to criminal prosecution and held responsible for making full restitution."
















What if I Leave the Agency or Transfer to Another Unit?
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Consequences of Failure to Comply with Program Guidelines]
[Key Contacts]
[Guidelines for Card Use]
[General Instructions for Card Use]
[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		If you leave your agency or transfer to another unit within the agency, you must return your Purchasing Card to your supervisor. The supervisor is responsible for contacting the Agency Purchasing Card Coordinator, who will cancel the card. Returned Purchasing Cards are not re issued to other employees for use. Before returning a canceled Purchasing Card, cut the card in half.




















Key Contacts
[Random Audits]
[What Are the Benefits of a Purchasing Card]
[Who Are likely card holders?]
[Consequences of Failure to Comply with Program Guidelines]
[Guidelines for Card Use]
[General Instructions for Card Use]
[What if I Leave the Agency or Transfer to Another Unit?]
[[How do I Obtain a Purchasing Card?]
[Personal Liability and Your Credit Rating]
[Returns, Credits and Disputed Items]
[Credit Card Security]
[Reporting Lost or Stolen Cards]
[What if Supplier Does Not Accept Credit Cards]
[Statement Verification]
[What is a Purchasing Card?]
 		The following resource persons are available to provide assistance, answer questions, or help solve any problems that arise:
University Purchasing Card Administrator: 472-1633
  • To apply for a Purchasing Card.
  • For questions about policies and procedures.
  • To replace damaged cards.
  • For assistance with suppliers.
  • For account inquiries.
  • For billing information
  • If you don't receive your monthly statement.
  • To report a lost or stolen card.
Elan Card holder Customer Service: 800/393-3526
  • To report lost or stolen cards.
  • For questions about your statement.