purchasingcardexpectations.docVIP

Purchasing Card Expectations September 2014 To help ensure purchases made with a purchasing card are in compliance with UW-Madison, State of Wisconsin, and Federal policies/laws we have put together a list of items that should not be purchased with a p-card, or require special handling. This is not an all-inclusive list but does address common concerns regarding purchasing trends. Noncompliance with the policy and procedures may result in fines or other negative consequences for UW-Madison as well as your department. The following link takes you to the Cardholder Guide: /acct/purchcd/cardman.html The following link takes you to the Purchasing Policy and Procedure #4 which provides important information regarding special approval requirements: /purch/ppp4.html#license The Purchasing Card Noncompliance Policy and Procedure is attached to this document. Before placing orders direct with vendors you should first see if they are on the Shop@UW website. There are a number of vendors already established here with special contract pricing and the ordering/billing process will be expedited. The following link takes you to the Shop@UW website: /order/default.asp When preparing your bi-weekly p-card statement there are some additional entries that should also be made on your statement to help expedite processing, ensure proper account coding and assist with potential audits. If you have questions regarding a purchase please contact Jan Torkildson before making the purchase. Preparing Your P-card Statement P-card statements are generated bi-weekly. You are required to print a copy of the statement and attach receipts for all transactions. In addition, you need to indicate what each charge is for: i.e. Lab Supplies; Office Supplies; Lab Equipment; Human Subject - (indicate the purpose) Some purchases needing a business purpose indicated (not all inclusive) Coffee, water and other non-essential break room items are not allowed to be purchased with University of Wisconsin fund