Credit Card Review Session
Agenda
• Introductions
• Overview of card types
• Similarities & Differences
• Purchasing Guidelines
• Contacts
Card Types
Procurement Card “P-Card”
408
Corporate Card
Gold Sticker on
PCard
Procurement Travel “PT” Card
Red Sticker
on PT Card
229
496
Card Holders
Corporate Card
Procurement Card “P-Card”
408
Procurement Travel “PT” Card
229
496
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)
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





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









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
Allowable Charges
PCard

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)
PT Card
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
Allowable Charges
PCard
Books - Classroom or Office
Supplies
Postage, Fed Ex. Charges
Slide Duplication
Dues and Memberships
PT Card





(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
Disallowed Charges
PCard










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









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
Disallowed Charges
PCard







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





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
Disallowed Charges
PT Card







Supplies
All PCard allowables
Food
Gasoline for personal car
Tour charges
Lodging amenities or incidentals
Personal phone calls or internet
charges
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.)
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)

PCard Summary Log
Requirements

Itemized Receipts (including any shipping charges)




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
Use newest version of PCard
Log form located at
Purchasing website
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
PT Summary Log Form

Use newest version of PT Log form located at
Purchasing website
Receipt Reminder
Scotch tape
removes ink
from receipts
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
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.
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
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."
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
Policy & Forms

Procurement Card
http://www.uwec.edu/Bussvs/purch/credit.htm

Procurement Travel Card
http://www.uwec.edu/Bussvs/purch/credit.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 travel
policy related questions

Vickie Gardner (715-836-4528 or gardnevl@uwec.edu) for
assistance with all general travel related questions