1. Procurement (P Card) & Procurement Travel (PT Card) Credit Card Overview

2. Similarities  For 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).

3. 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

4. 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

5. 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.)

6. 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 http://wneta.bussvc.wisc.edu/puct/main_menu.aspx

7. 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

8. 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

9. 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

10. Airfare Travel policies and forms can be found at https://uw.foxworldtravel.com/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.)

11. 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.

12. 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

13. 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. http://www.uwec.edu/Bussvs/purch/procurementcard.htm

14. Sample P Card Summary Log

15. Sample PT Card Summary Log

16. 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.

17. Student Travel Students are not allowed to obtain any of state 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. 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.

18. Policy & Forms  Procurement Card http://www.uwec.edu/bussvs/Purch/procCard.htm Procurement Card http://www.uwec.edu/bussvs/Purch/procCard.htm  Procurement Travel Card http://www.uwec.edu/bussvs/Purch/procTravelCard. htm Procurement Travel Card http://www.uwec.edu/bussvs/Purch/procTravelCard. htm  Corporate Card http://www.uwec.edu/hr/forms/USBankApp.pdf Corporate Card http://www.uwec.edu/hr/forms/USBankApp.pdf

19. Procurement Card Examples

20. Contacts Karen McIntyre- (715-836-5171 or mcintyke@uwec.edu) for questions relating to institutional procurement and travel procurement card applicationsmcintyke@uwec.edu Sheri Kuberra (715-836-5999 or kuberrca@uwec.edu) – for assistance with all general travel related questionskuberrca@uwec.edu Vickie Gardner & Jackie Kriesel can also assist with questions.