Procurement (P Card)
&
Procurement Travel (PT Card)
Credit Card Overview
For
Similarities
business expenses only
Does
not require personal liability
Requires


log to be filed on a bi-weekly basis
Must include scanned detailed receipts
Must state purpose or business case
Requires
supervisory approval
Charges are only made to one account number but can be split with transaction
management found on the US Bank website.
Employee must reimburse the university for any unauthorized expenses or inadequately
documented expenses
•
Failure
to provide reimbursement for unauthorized expenses or inadequately
documented expenses can result in the loss of card
Misuse
of the card can result in cancellation or suspension of the card (First time – 30
days; Second time – 60 days and Third time – 90 days).
P Card

Charges allowed:














Books — Classroom or Office
Hardware Supplies
Classroom Supplies
Laboratory Supplies
Computer Supplies
Maintenance Supplies
Electrical Supplies
Plumbing Supplies
Office Supplies
Postage
Federal Express Charges
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)
Video and Camera Supplies
P Card



Promotional Items may not be
purchased using 102 funds
Sales Tax should not be charged


If charged, cardholder must attempt to
obtain credit for sales tax
Inappropriate Charges:
 Any business travel expenses
 Academic Support Services
 Entertainment
 Air Conditioners
 Insurance
 Alarm or Security Systems
 Leases












Alcoholic Beverages
Legal Services
*Ammunition or Weapons*
Motor Vehicles
Cash Advances
Personal Items
Consulting Services
Printing or Photocopying
Gift Cards
Radioactive Material
Flowers or greeting cards of any kind
Prizes, Gifts, and Awards (Prior
authorization required by Accounts
Payable)
Food Items, Refreshments, Meals
P Card Reminder


Services are now allowed on the P Card.
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. (for office parties)
 T-shirts
 Promotional food and candy
 Flowers
 Other common items that are not allowed include:
 Cards of any type (i.e. Thank you, Birthday, Sympathy,
etc.)
Purchasing Guidelines


Per Transaction Limits
 Can purchase up to $5,000
 Purchases over $5,000 must be pre-authorized by Program Administrator
 Serial purchasing not allowed
Mandatory State Contracts
 MRO (Maintenance, Repair & Operations)
 Janitorial Floor Care
 Cleaning Chemical, Equipment, & Supplies
 Office Supplies (Staples)
 Airfare with Fox Travel
Be sure to check Shop@UW and the approved or contracted suppliers before
making purchases from other sources. VendorNet can be searched to locate the
appropriate contracts using this link
http://wneta.bussvc.wisc.edu/puct/main_menu.aspx
P Summary Log Requirements

Itemized Receipts (including any shipping charges)





If ordering online, always print the order acknowledgement
If ordering by phone, have vendor fax or email the acknowledgement
Attached list of attendees and class syllabus for any event tickets
purchased
Item description required
 If purchase is unique to department, provide a detailed
explanation
Memberships/Subscriptions:
 1 year unless substantial savings
 Individual memberships not allowed unless substantial
savings or justification/benefit to university
Procurement Travel Card

Charges allowed
 Airfare – Must be booked with Fox Travel
 Vehicle Rental (including gas)
 Hotel (No incidentals allowed)
 Registration/Conference Fee
 Webinars
 Parking
 Ground Transportation (Train, Bus, Shuttle, or Taxi)
 Business internet charges
 Business telephone calls only

Inappropriate charges
 Food
 If not included in the registration fee
 On a hotel bill
PT Summary Log Requirements

Brochure with agenda if attending a conference with a
registration fee

Original scanned detailed receipts required

Conference site hotel proof required

Destination – City

Purpose of Trip

Group Travel
 Include list of all participants
Airfare

Travel policies and forms can be found at https://uw.foxworldtravel.com/

Methods for booking for airline reservations:


Use Concur Reservation System (no other online reservation websites are allowed)
Call Fox World Travel at 1-866-230-8787

For groups (greater than 5) and complex travel, it may be necessary to bid
the trip per DOA Procurement rules if total cost of the trip is over $5000.

Use of online reservation sites is not allowed and will not be reimbursed
(examples Expedia.com, Kayak.com, etc.)
Lodging (In/Out of State)

Maximum reimbursement rate for rooms and per diem can be calculated by using
Lodging/Meal & Incidental Calculator found on the UW TravelWise Portal.

Conference site hotels can be utilized

Methods for booking for hotel reservations:
 Use Concur Reservation System (no other online reservation websites are allowed)
 Call hotel directly (please look up hotel in Concur for direct phone number to
hotel – Do Not Google or Bing hotel)
 Use of online reservation sites is not allowed & will not be reimbursed (examples
Expedia.com, Kayak.com, Hotel.com, Airbnb.com and etc.)

Incidentals not allowed





Room Service/Food
Personal Internet & Telephone Calls
Movies
Alcohol
Etc.
Vehicle Rentals

There are two vehicle rental contracts to choose from depending on driver eligibility:
 Big Ten Contract: Employees, Graduate Students, Guest & Consultants – all
must be over 21 years of age and on paid University 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 their
age.
 The State of Wisconsin/WSC Contract: Undergraduate students and other drivers
who are less than 21 years of age who are authorized drivers and travel on
University funded business.
Requirements for vehicle rental
 Requires itemized receipt
 Gasoline for rental ONLY
 DO NOT choose FSO (Fuel Service Option) or refuel at rental agency
 Non-contract vendor can be used if the contract vendors cannot accommodate
your needs.

Documentation is required with log submission
P Card & PT Summary Log Form



The summary log is processed every two week period in which purchases were
made.
The cardholder will receive an email with a link to the Summary Log in BP Logix.
The cardholder or their delegate will need to complete the log




Scan detailed receipts and paper statement. Attach both to the eform.
Original receipts will be kept by the cardholder through the close of the fiscal year or one year.
P Card Summary Log -The business case or purpose for the purchase will need to be completed
on the eform in addition to attaching the receipts & statement.
PT Card Summary Log – Needs to have the following items entered in addition to attaching the
receipts & statement.








Name(s) of the traveler(s)
Destination
Description of items purchased
Dates of the trip
Registration Fee – Yes or No
Will TER be filed – Yes or No
The eform log will need to be submitted to the cardholder’s supervisor and/or funding account
manager
Additional instructions for submissions and delegation can be found at
http://www.uwec.edu/Bussvs/purch/procurementcard.htm.
Sample P Card Summary Log
Sample PT Card Summary Log
Corporate Travel Card







For business travel expenses ONLY
Is a Personal liability card
Using the card for personal purchases will result in card
suspension or cancellation.
Balance is due in full one month from statement date. 1% late
fee assessed at 61 days past due.
Failure to pay the full balance will result in the cancellation of the
corporate card.
Late fees incurred will be the responsibility of the cardholder and
will not be reimbursed.
US Bank Card Services will be able to help you with most
questions or issues at 800-344-5696.
Student Travel

Students are not allowed to obtain any of state credit cards
being offered

If possible, departments should try to make travel prepayments for student travel if it is being funded via a state
account.
 Do not share department credit card information with
students for their use.

Students will need to pay for their expenses during the trip
and then submit a TER for reimbursement of expenses
incurred if their travel is funded by the University.
Policy & Forms

Procurement Card
http://www.uwec.edu/bussvs/Purch/procCard.htm

Procurement Travel Card
http://www.uwec.edu/bussvs/Purch/procTravelCard.
htm

Corporate Card
http://www.uwec.edu/hr/forms/USBankApp.pdf
Procurement Card Examples
Contacts

Karen McIntyre- (715-836-5171 or mcintyke@uwec.edu) for
questions relating to institutional procurement and travel
procurement card applications

Sheri Kuberra (715-836-5999 or kuberrca@uwec.edu) – for
assistance with all general travel related questions

Vickie Gardner & Jackie Kriesel can also assist with questions.