University of Wisconsin
School of Medicine and Public Health

UW Department of Medicine Purchasing Card Guidelines

  1. Introduction
  2. How to Enroll and Obtain a Purchasing Card
  3. Restricted Purchases
  4. DoM Online Purchasing Card Log
  5. Information for Department Purchasing Cardholders
  6. Information for Department Purchasing Card Site Managers
  7. DoM Purchasing Card Coordinator Responsibilities
  8. Conclusion

1. Introduction

The information provided on this site is general in nature and is intended to supplement/complement information available on the UW-Purchasing Card site. All forms required for the Purchasing Card can be found at the UW Purchasing Card site, as well as valuable information regarding the entire purchasing card process.

As you review the information on the UW Purchasing Card website, please understand that the School of Medicine and Public Health, and Departments can and do have additional restrictions on Purchasing Card use than does UW Accounting Services.

The Purchasing Card is intended for best judgment purchases under $5,000. All purchases must comply with the University of Wisconsin-Madison's purchasing and accounting policies and procedures, and with extramural funding agency restrictions. All purchases charged to DoM-managed funds must be made in the employee's Division and not through another Division in the Department or through another Department or Unit on campus.

The UW Purchasing Card website outlines allowable and non-allowable purchases in its list of commonly questioned items. If you have additional questions, please contact your Site Manager and/or the DoM Purchasing Card Coordinator prior to making a purchase.

Definitions

DoM Purchasing Card Coordinator - Maggie Miller, (608) 261-1857
Accounting employee who is approved to audit all Department of Medicine (DoM) Purchase Cards, approves card requests and changes, and is the liaison between the Department and the School of Medicine and Public Health (SMPH).
Purchasing Card Site Managers -
DoM employees who are authorized by the Dean's Office to reconcile specific purchasing cards.
Purchasing Card Holder -
Employee who has been approved for and is responsible for a Purchase Card and all transactions.

 


2. How to Enroll and Obtain a Purchasing Card

To initiate a request to be a Purchasing Card Holder, submit an application, and sign up to attend a mandatory cardholder training. All requests for new cards, changes in funding, and deletions are to be processed first through your Division Administrator who will work with the DoM Purchasing Card Coordinator to confirm who should be your site manager and obtain approvals.

 


3. Restricted Purchases

3a. Illegal Purchases

Non-compliance with policy or prohibited purchases will be addressed immediately with SMPH and with UW Purchasing Administration. Therefore, it is imperative that you consult with your DoM Purchasing Card Site Manager prior to the purchase of capital equipment. It is important to be aware that items $5,000 and over cannot be split up into individual purchases to complete the whole. For example, a $30,000 microscope cannot be purchased with a UW Purchasing Card by making separate purchases of its individual components that may be less than $5,000 each. State law requires that the UW use an External Requisition to purchase items that cost more than $4,999. Please consult with your Division Administrator and DoM accounting personnel regarding correct purchasing procedures for high-cost research items. Every effort will be made by Division Administrators and accounting staff to work with you and UW Purchasing to acquire required capital equipment using the appropriate process. Examples of illegal purchases include flowers, individual meals, gifts, alcohol, etc.

The procedures that will be taken by UW Purchasing Services if illegal acquisitions are processed can be found at http://www.bussvc.wisc.edu/purch/ppp6.html.

3b. Computers, Hardware, Software and Related Peripherals

The Department of Medicine directly maintains relationships with specific vendors based on an established history and preferred customer status due in part to the large number of purchases we make as a department annually. These vendors provide us with significant discounts and extra services (warranty, customer service, returns) ONLY if they are contacted via an authorized department representative. This means the purchase of computers and related items are NOT ALLOWED on individual DOM purchasing cards without special permission from department administration. Purchases directly from Dell, DoIT, Best Buy, CDW, Amazon, etc. are especially affected by this policy

If you have a need to purchase any of the above, please contact DOM Computer Services Staff via the help desk, or contact Jennifer Bonifas, DOM Computer Services Director, at 3-0340. Purchases can be charged directly to your funding.

3c. Mobile Phones

  • SMPH does not allow cell phone purchases and/or monthly charges or plans to be applied to purchase cards.
  • Repairs to cell phones are allowable charges on UW-Madison Purchasing cards.

4. DoM Online Purchasing Card Log

The DoM Purchasing Card Log takes the place of the Excel spreadsheet provided by UW Accounting Services, and its use is required for all DoM Purchasing Cardholders. This database program can perform queries and prepare reports required for each two-week purchasing card cycle, and is the means to designate which funding source(s) should be used to pay for each transaction.

If you have questions about how the Pcard log website works, please contact your site manager or the DoM Purchasing Card Coordinator.


5. Information for Department Purchasing Cardholders

General Information

The general UW Cardholder Guidelines are available from the UW Purchasing Card website. Please review this site periodically for updates or contact the DoM Purchasing Card Coordinator for assistance.

Cardholders are responsible for following UW Purchasing Guidelines when using the Purchasing Card. The UW Purchasing Card website outlines allowable and non-allowable purchases in its list of commonly questioned items. If you have further questions, please contact your Purchasing Card Site Manager or the DoM Purchasing Card Coordinator.

 

DoM Purchasing Card Log

 

Cardholders should enter charges into the DoM Purchasing Card Log as purchases are made. In addition to entering a description of the transaction, be sure to completely fill out the funding information:

  • Dept. ID: UDDS number (for example, 534280 for Nephrology)
  • Fund: 3 digits (i.e., 133, 233, 144, etc.)
  • Project Number: 7 characters (for example, 233JR21, PRJ67BB, etc.)
  • Split Amount: may leave blank, unless transaction is being split between multiple funding strings
  • Account Code: 4 digits, reflects type of purchase (e.g. 2860 - Meals-In State, 3105 - Supplies-Laboratory)
  • Program Code: single digit, identifying type of activity (e.g. 4 - Research)

(For more detail, see also Mission Coding.)

 

Appropriate Receipts Needed

Cardholders must provide Site Managers with the appropriate receipts and funding information the Monday following the end of the two-week purchasing card cycle. It is important that the Site Manager receive accurate information about purchases as quickly as possible after the end of the cycle. The Cardholder Calendar is an important planning tool to help manage the purchasing/receipt submission process.

Away From the Office - Back Up System

There are times when Cardholders are out of town when receipts are due. Campus expects the information to be provided to the Site Manager no matter the circumstances. Therefore, it is essential to have a backup system in place to ensure that the Site Manager receives the correct funding information and receipts in time to make the edits. If there are questions about how this should be implemented, please contact the DoM Purchasing Card Coordinator for suggestions.

Lost Receipts

On a rare occasion, a receipt will be lost. If this happens, please use the Purchasing Card Missing Receipt Form, available on the UW Purchasing Card forms page. The University Purchasing Card Guidelines state this form should be used sparingly. Thus, it is important to manage receipts and other documentation as carefully as possible.

Default Funding

Default funding on the Purchasing Card can change from time-to-time, particularly if you have a 144 fund as the default account. When the default funding source changes, be certain to submit a Cardholder Account Setup Form to the DoM Purchasing Card Coordinator in order to update the default information in the DoM Online Purchasing Card Log. This form is available on the UW Purchasing Card forms page.

Reminder: Changes in default funding and purchasing cycle dollar limits must be submitted to the DoM Purchasing Card Coordinator for processing, and are not to go directly to SMPH or UW-Accounting Services. This delays the changes requested, since forms are returned to the Department Purchasing Card Coordinator for approval and processing.


6. Information for Department Purchasing Card Site Managers

DoM Site Managers are assigned by the Division Administrator. DoM Site Managers are required to edit purchases from the card(s) they manage by noon on the Thursday following the end of the two-week Purchasing Card cycle. As part of this responsibility, they will ensure that all purchases are legal, allowable, that the funding information is correct, and that Cardholders are providing receipts in a timely manner. If there are questions about allowable and non-allowable purchases, please see the list of commonly questioned items from the UW Purchasing Card website. For further detail, please see the UW Pcard Site Managers page.

It is also helpful to bookmark the following link: http://www.bussvc.wisc.edu/acct/ccode.html. This link lists all account codes in the UW Shared Financial System (SFS) and will be helpful when making the bi-monthly edits in the UW system.

DoM Purchasing Card Log

The Site Manager will review the DoM Purchasing Card Log as purchases are made, if possible, and suggest changes to the card holder as necessary.

Editing Purchases on US Bank Access Online

Edits need to be input into Access Online by the deadline listed in the Site Manager Editing Calendar. Site Managers will verify that the funding information provided by the Cardholder is complete and accurate. If there are discrepancies, please work with the Cardholder to resolve these before the edit deadline.

Auditing Issues

A useful tool for the Site Manager to review is the Purchasing Card Audit Guide, available at the UW Purchasing Card Site. Periodically, UW Accounting Services, SMPH and/or DoM will audit purchasing card records.

Away From the Office - Back Up System

There are times when Site Managers are out of town during the edit period. Campus expects the information to be input by the edit deadline to avoid Non-Salary Cost Transfers (NSCTs) after the fact. Therefore it is essential that a backup system be in place to ensure that the appropriate edits are made on time.


7. DoM Purchasing Card Coordinator Responsibilities

The DoM Purchasing Card Coordinator is responsible for the oversight of all Department Purchasing Cards and is the liaison with the SMPH. Please direct all questions to the DoM Purchasing Card Coordinator to facilitate consistent practices within the Department.

The DoM Purchasing Card Coordinator is the Chair's designee for approving Purchasing Card requests and changes, and works with the Division Administrator to approve these requests. Please send all requests for cards, user additions, and user deletions first to the Division Administrator, who will forward them to the DOM Purchasing Card Coordinator.

In addition to approving the purchasing card authorizations, the Coordinator will periodically review all DoM Purchasing Card Logs and statements to ensure that proper fiscal requirements/regulations are being met and that the log is being completed appropriately. Feedback will be provided as necessary to help staff in the Division manage the card according to the guidelines.


8. Conclusion

Important: The Purchasing Card Coordinator and DoM accounting staff keep up-to-date on policy and procedure changes affecting the UW Accounting and Purchasing system. Please contact the Coordinator directly with questions. As mentioned previously, Departments and Centers can and do have additional restrictions on Purchasing Cards than does University Accounting Services. Therefore, UW Accounting Services cannot give you specific information regarding what is an allowable expenditure item on UW Purchasing Cards from the Department perspective.