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)
Similarities
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

Allowable Charges
PCard

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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)
PT Card

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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)
Disallowed Charges
PCard

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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


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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
Disallowed Charges
PT Card

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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)
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.)
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)

PCard Statement
Processing Requirements

Itemized Receipts (including any shipping charges)

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Attached list of attendees and class syllabus for any event tickets
purchased
Item description required


If ordering online, always print the order acknowledgement
If ordering by phone, have vendor fax acknowledgement
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
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 **
PT Summary Log Requirements
** this is still Mandatory **

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
(scotch tape removes ink)
PT Summary Log Form
** this is still Mandatory **

Use newest version of PT Log form located at
Purchasing website
Airfares
* PT Card *

Online reservations must be made through the UW
TravelWIse portal (http://web.uwsa.edu/travel/login/ (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
Lodging (In/Out of State)
* PT Card *

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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. expedia.com, hotwire.com,
hotels.com, etc.)
Conference site hotels can be utilized
Incidentals not allowed
 Room Service/Food
 Personal Telephone calls
 Movies
 Alcohol
 Etc.
Vehicle Rentals
* PT Card *

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

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.
DO NOT
choose FSO (Fuel
Service Option)
-or- Refuel at
rental agency
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
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."
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
Policy & Forms

Procurement Card
http://www.uwec.edu/bussvs/Purch/procCard.htm

Procurement Travel Card
http://www.uwec.edu/bussvs/Purch/procTravelCard.
htm

Corporate Travel Card
http://www.uwec.edu/hr/forms/USBankApp.pdf
Contacts

Penny Odell - (715-836-5171 or odellpj@uwec.edu) for
questions relating to institutional procurement, procurement
travel, and corporate travel card applications

Becky Zillmer (715-836-5266 or zillmera@uwec.edu) – for
institutional procurement travel card log and travel policy related
questions

Sheri Kuberra (715-836-5999 or kuberrca@uwec.edu) for
questions relating to travel policy related questions