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Similarities For business expenses only Does not require personal liability, charges are paid by the university Requires statement to be processed on a.

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Presentation on theme: "Similarities For business expenses only Does not require personal liability, charges are paid by the university Requires statement to be processed on a."— Presentation transcript:

1 Similarities For business expenses only Does not require personal liability, charges are paid by the university Requires statement to be processed 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

2 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

3 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) Business internet charges Business telephone calls only Registration/Conference Fee Webinars Parking Ground Transportation (Train, Bus, Shuttle, or Taxi) PCard PT Card

4 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 Conferences or Training Fees Flowers Prizes, Gifts, or Awards (need prior approval from A/P) No gift cards Food, Refreshments, Meals

5 Disallowed Charges Supplies All PCard allowables Food Gasoline for personal car Tour charges Lodging amenities or incidentals Personal phone calls or internet charges Fuel Service Option (FSO) on rental cars (prepaid gasoline) PT Card

6 P Card Reminders Services are allowed if pre-authorized by Accounts Payable, including advertising, labor, and repairs. Common items that are generally NOT allowed include: Picture Frames Kleenex /Sanitizer for personal use Paper plates, forks, spoons, napkins, etc. (for office parties) T-shirts Promotional candy or food Flowers Cards of any type (i.e. Thank you, Birthday, Sympathy, etc.)

7 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) Cleaning Chemicals and Janitorial Supplies Office Supplies (Staples)

8 PCard Statement Processing 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

9 P Card Summary Log Form ** It is no longer mandatory to process a PCard summary log. IF you choose to process a summary log, please use newest version of PCard Log form located at Purchasing website **

10 PT Summary Log Requirements ** this is still Mandatory ** Brochure with agenda if attending a conference with a registration fee Original detailed receipts required (scotch tape removes ink) 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

11 PT Summary Log Form ** this is still Mandatory ** Use newest version of PT Log form located at Purchasing website

12 Airfares * PT Card * Online reservations must be made through the UW TravelWIse portal ( (no other online reservations allowed) May phone Fox World Travel at 1-866-230-8787 For groups (greater than 5) and complex international travel, may use non-contracted travel agency (online reservations not allowed) Need receipts for baggage fees

13 Lodging (In/Out of State) * PT Card * Maximum reimbursement rate is $70.00 per night unless staying at a state approved high cost city A one-night lodging deposit can be charged when required and documented by the lodging property. No other pre-payment for lodging is allowed including the use of lodging brokers (i.e.,,, etc.) Conference site hotels can be utilized Incidentals not allowed Room Service/Food Personal Telephone calls Movies Alcohol Etc.

14 Vehicle Rentals * PT Card * There are two vehicle contracts to choose from depending on driver eligibility: Big 10 Contract: Employees, Graduate Students, Guests, Consultants - all must be over 21 years of age and on University paid business. Employees and graduate students must be UW Risk Management authorized drivers. NOTE: Undergraduate students are not allowed to rent under this contract no matter what their age is. The State of Wisconsin/WSCA contract: Undergraduate students and other drivers who are less than 21 years of age who are authorized drivers and travel on University funded business. 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 DO NOT choose FSO (Fuel Service Option) -or- Refuel at rental agency

15 Corporate Card For business travel expenses only Is a Personal liability card (paid by staff/faculty) 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."

16 Student Travel Students are not allowed to obtain either procurement credit cards 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

17 Policy & Forms Procurement Card Procurement Card Procurement Travel Card htm Procurement Travel Card htm Corporate Travel Card Corporate Travel Card

18 Contacts Penny Odell - (715-836-5171 or for questions relating to institutional procurement, procurement travel, and corporate travel card Becky Zillmer (715-836-5266 or – for institutional procurement travel card log and travel policy related Sheri Kuberra (715-836-5999 or for questions relating to travel policy related

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