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Credit Card Review Session Agenda Credit Card Review Session Agenda Introductions Overview of card types Similarities & Differences Purchasing Guidelines.

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Presentation on theme: "Credit Card Review Session Agenda Credit Card Review Session Agenda Introductions Overview of card types Similarities & Differences Purchasing Guidelines."— Presentation transcript:

1 Credit Card Review Session Agenda Credit Card Review Session Agenda Introductions Overview of card types Similarities & Differences Purchasing Guidelines Contacts

2 Card Types Card Types Procurement Card P-Card Procurement Travel PT Card Corporate Card Gold Sticker on PCard Red Sticker on PT Card Total 1,133

3 Card Holders Card Holders Procurement Card P-Card Corporate Card ,133 Total Procurement Travel PT Card

4 Similarities For business expenses only Does not require personal liability Requires log to be filed on a bi-weekly basis Must include original detailed receipts Requires supervisory approval (which implies all expenses are supported by receipts and appropriate) PCard PT Card

5 Charges are only made to one account number Employee must reimburse the university for any unauthorized expenses or inadequately documented expenses Failure to provide such reimbursement for unauthorized expenses or inadequately documented expenses can result in loss of card PCardSimilarities PT Card

6 Allowable Charges Books - Classroom or Office Supplies Postage, Fed Ex. 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) Airfare (Travel Agency Fees) Vehicle Rental (including gas) Hotel (No incidentals allowed) Registration/Conference Fee Webinars Parking (allowable if in conjunction with overnight stay at a hotel or for airport parking) Ground Transportation (Train, Bus, Shuttle, or Taxi) Business internet charges Business telephone calls only PCard PT Card

7 Allowable Charges Books - Classroom or Office Postage, Fed Ex. 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) Airfare (Travel Agency Fees) Vehicle Rental (including gas) Hotel (No incidentals allowed) Registration/Conference Fee Parking (allowable only in conjunction with an overnight stay at a hotel or for airport parking) Ground Transportation (Train, Bus, Shuttle, or Taxi) Business internet charges Business telephone calls only PCard PT Card Supplies

8 Allowable Charges Books - Classroom or Office Supplies Postage, Fed Ex. 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) Airfare (Travel Agency Fees) Vehicle Rental (including gas) Hotel (No incidentals allowed) Registration/Conference Fee Parking (allowable only in conjunction with an overnight stay at a hotel or for airport parking) Ground Transportation (Train, Bus, Shuttle, or Taxi) Business internet charges Business telephone calls only PCard PT Card Lodging Travel Conf. Fees

9 Disallowed Charges Any business travel expenses Academic Support Services Entertainment Air Conditioners Insurance Alarm or Security Systems Leases Sales Tax of any kind Alcoholic Beverages Legal Services PCard Ammunition or Weapons Motor Vehicles Cash Advances Personal Items Consulting Services Printing or Photocopying Radioactive Material Flowers Prizes, Gifts, or Awards (need prior approval from A/P) No gift cards Food, Refreshments, Meals

10 Disallowed Charges Any business travel expenses Academic Support Services Entertainment Air Conditioners Insurance Alarm or Security Systems Leases Sales Tax of any kind Alcoholic Beverages Legal Services PCard Ammunition or Weapons Motor Vehicles Cash Advances Personal Items Consulting Services Printing or Photocopying Radioactive Material Flowers Prizes, Gifts, or Awards (need prior approval from A/P) No gift cards Food, Refreshments, Meals

11 Disallowed Charges Supplies All PCard allowables Food Gasoline for personal car Tour charges Lodging amenities or incidentals Personal phone calls or internet charges PT Card

12 P Card Reminders Services allowed if pre-authorized by Accounts Payable, including advertising, labor, and repairs. Some of the common items that have been brought to our attention that are generally not allowed include: Picture Frames Kleenex /Sanitizer for personal use Paper plates, forks, spoons, napkins, etc. T-shirts Promotional candy or food Flowers Other common items that are not allowed include: Cards of any type (e.g. Thank you, Birthday, Sympathy, etc.)

13 Purchasing Guidelines Per Transaction Limits Purchases over $5,000 must be pre-authorized by Program Administrator Serial purchasing not allowed Mandatory State Contracts MRO (Maintenance Repair and Operations) Janitorial Floor Care Cleaning Chemical, Equipment, & Supplies Office Supplies (Staples)

14 PCard Summary Log Requirements Itemized Receipts (including any shipping charges) If ordering online, always print the order acknowledgement If ordering by phone, have vendor fax acknowledgement Attached list of attendees and class syllabus for any event tickets purchased Item description required If purchase is unique, provide a detailed explanation Memberships/Subscriptions - 1 year unless substantial savings Individual memberships not allowed unless substantial savings or justification/benefit to university is documented and attached to log

15 P Card Summary Log Form Use newest version of PCard Log form located at Purchasing website

16 PT Summary Log Requirements Brochure with agenda if attending a conference with a registration fee Original detailed receipts required Conference site hotel proof required Destination – City Purpose of Trip Copies of receipts if filing a TER for miscellaneous expenses Group Travel Include list of all participants

17 PT Summary Log Form Use newest version of PT Log form located at Purchasing website

18 Receipt Reminder Scotch tape removes ink from receipts

19 Airfares * PT Card * Online reservations must be made through the Cliqbook online reservation system (no other online reservations allowed) May book through Travel Agency (brick & mortar) May phone airline direct (no online reservations with airlines allowed) Need receipts for baggage fees

20 Lodging (In/Out of State) * PT Card * Maximum reimbursement rate is $70.00 per night unless staying at a state approved high cost city Conference site hotels can be utilized Incidentals not allowed Room Service/Food Personal Telephone calls Movies Alcohol Etc.

21 Vehicle Rentals * PT Card * Enterprise, National, Hertz, and UW Big Ten National are the current contract vendors Requires itemized receipt Website of rental agency Fax from rental agency Gasoline for rental only Non-contract vendor can be used if the contract vendors cannot accommodate your needs Documentation required with log

22 Corporate Card For business travel expenses only Is a Personal liability card Beginning with the December 2011 billing cycle, the following message will appear on all corporate cardholder statements: " The UW Corporate Travel Card has been issued to you for business purchases only therefore personal purchases are not allowed. Using the card for personal purchases will result in card suspension or cancellation. Balance due in full one month from statement date. 1% late fee assessed at 61 days past due."

23 Student Travel Students are not allowed to obtain either procurement credit card being offered If possible, departments should try to make travel pre-payments for student travel if it is being funded via a state account Students on state business can rent at age 18 Student organizations are not covered under state contract

24 Policy & Forms Procurement Card Procurement Card Procurement Travel Card Procurement Travel Card Corporate Travel Card Corporate Travel Card

25 Contacts Penny Odell ( or for questions relating to institutional procurement, procurement travel, and corporate travel card Becky Zillmer ( or for institutional procurement travel card log and travel policy related Sheri Kuberra ( or for travel policy related Vickie Gardner ( or for assistance with all general travel related


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