The University of Wisconsin-Whitewater Procurement Card Program was established to provide departments with a simple, cost-effective, and convenient way to make low dollar purchases. The program is designed to replace most low dollar purchase orders and blanket orders.
The Program is NOT intended:
The procurement card may be used at any merchant or service provider that accepts the card, subject to the limitations described in Appendix A.
The procurement card may be used in much the same manner that personal credit cards are used for in-store purchases and for mail, telephone, internet, or fax orders.
This manual provides the guidelines for using your procurement card, so please read it carefully. Your signature on the Procurement Cardholder Agreement (Appendix A) indicates that you have read and understand these guidelines and that you agree to follow them.
Accurate record keeping is essential to the Program's success. There are no extraordinary requirements -- merely that you retain all sales slips, receipts, etc. that document the purchase. You are responsible for your procurement card's security and for the transactions made with your procurement card. The procurement card is issued in your name, and purchases made with it are your responsibility. Do not allow others to use your card. Use of the card outside these guidelines and procurement policy may result in personal liability.
Finally, remember that you have been entrusted with University funds through your card, and this responsibility should not be taken lightly.
Resolving procurement card problems is very similar to the process you would follow with a personal credit card, except that Procurement will be involved if initial contacts do not settle the problems. Disputed billings can result from failure to receive goods or services charged, fraud or misuse, altered charges, duplicate charges, or unprocessed credits.
If you suspect fraud, contact US Bank customer service at 1-800-344-5696 immediately. US Bank will cancel your existing account and issue you a new card. Also contact Business Services so that we are aware of the situation and are able to provide assistance if necessary
The cardholder is responsible for initially following up with the vendor or US Bank, as soon as possible, on any erroneous charges, disputed items, or returns.
The cardholder should contact the vendor first to resolve any outstanding issues, and this should settle most problems.
If the cardholder is unable to reach agreement with the vendor, the next step is to contact US Bank at 800.344.5696.
US Bank must also be notified of any disputed item within sixty (60) days of the billing cycle in which the item was purchased. If notification is not made within this period, the transaction is considered valid.
If initial contacts with the vendor and US Bank do not settle the dispute, contact Procurement Department.
Documentation should be kept for credits received and for returns or exchanges.
The University of Wisconsin-Whitewater is exempt from Wisconsin sales and use tax on its purchases. It is also exempt from federal taxes. You may, however, be required to pay sales tax to other states for purchases made in those states, depending upon their laws.
If you get asked to complete a tax exemption form please contract Procurement Department, as we should have a current one on file. The tax exempt number for UW System is ES 008-1020421203-13. This number should be the one provided when making a claim for tax exemption within Wisconsin.
If sales tax is charged to your card, it will be listed on your statement. At that time you should contact the vendor to obtain a credit to your card account.
You should report all tax exemption problems to Procurement Department so that action may be taken to prevent future occurrences.
When you receive a new card, you will have to activate it before it can be used. A sticker on the card will provide activation instructions, and during the activation process you may be asked for the last four digits of your Social Security Number (SSN). You do not provide your SSN, you must provide four digits the Program Administrator will issue you. Please call the Procurement Department at 262.472.1633 for those digits.
This list is not all-inclusive, and there may be some exceptions. Please remember that all purchases may be fully disclosed as a public record to the extent provided by the Open Records Law.
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|
|Legal Services||Tax reportable services|
NOTE: Attempting to buy from merchants that provide these goods/services will cause your transaction to be denied.
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:
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:
Any misuse of the card or other failure to comply with these procedures will result in the following card holder consequences:
"In addition, if the misuse involves personal transactions, the cardholder is subject to criminal prosecution and held responsible for making full restitution."
The following resource persons are available to provide assistance, answer questions, or help solve any problems that arise:
University Purchasing Card Administrator: 472-1210
Elan Card holder Customer Service: 800/393-3526
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.
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.
In addition to purchasing staff, other staff will benefit from being card holders, such as:
You must notify the 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.
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.
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.
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.
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.
Your Purchasing Card should be treated with the same level of care you use with your personal credit cards.
Not all suppliers accept Purchasing Cards. If this happens:
The University is tax exempt within the State of Wisconsin. Therefore, employees who travel on University business are tax exempt on all sales and use tax in all Wisconsin cities, towns and localities including local tax on food and beverages, exposition taxes and car rentals. This also includes Wisconsin sales and use tax on the purchases paid by the University Procurement card or on purchases paid by an employee who then seeks reimbursement. Employees should carry this card with you as some vendors need to keep copies for their files.
For information on tax exemption outside of Wisconsin see the UW-System US States' Sales & Use Tax Exemptions page.
To obtain a card or if you have questions, please either contact your department chairperson or campus business representative.
The University of Wisconsin-Whitewater, as an agency of the State of Wisconsin, is exempt from payment of:
Purchases for taxable property or services may be made by purchase order or by use of a University of Wisconsin-Whitewater purchasing card.
UW employees, while traveling in Wisconsin on UW/State business, are exempt from paying state, county, and local taxes on lodging and should avoid such tax by furnishing the retailer with their UW-System tax exempt card and a university ID. Cards can be obtained from the employee's home department.