Effective May 8, 2017, the purchasing card policy was updated and new reference materials are available on the Purchasing Card website. Please see below for a summary of the changes:
- Compliance Follow-Up: Purchasing cardholders will receive written warning letters from the Purchasing Card Program Manager when UW System Administration Office of Internal Audit reports instances of errors or non-compliant usage on transactions posted May 8, 2017 or later. A second instance of non-compliance by the same purchasing cardholder within two years will result in card revocation. Warnings will be expunged after two years. All cardholders (regardless of previous audit findings through May 7, 2017) will begin with zero warnings.
- Discontinuing Designated Use: The Designated User Agreement Form will be removed from the website and the designated user concept will be removed from Purchasing Card Policies & Procedures training and website materials effective May 8, 2017. The Division of Business Services will work with business units in the coming months to assess the impact of discontinuing designated purchasing card usage. It is important that viable purchasing options are in place before implementing a deadline for compliance. Non-compliance for designated use is currently intended to be enforced December 31, 2017. Units are encouraged to use this time to adjust current business practices to accommodate this upcoming change.
- Electronic Record Retention: Electronic files containing all relevant documentation can be considered the official record for purchasing card supporting documentation beginning May 8, 2017, provided specific requirements are met. Additional details will be available in new Purchasing Card Procedures expected to be posted to the Purchasing Card website soon.
- Purchasing Card Online Annual Refresher Training: This year's online refresher training will be available between August 1st and October 31st. All active cardholders and site managers are required to complete the training and pass the related quiz to remain eligible for the purchasing card program. More information to follow.
- Approving All Purchasing Cards for Travel: In Fiscal Year 18, we will no longer distinguish between purchasing cards approved for services/supplies, travel or both. All new cards obtained after August 1, 2017 will be approved for services, supplies and travel. Applicants will attend one training session - Purchasing Card Policies & Procedures - which will cover all aspects of the program, including travel. Existing cardholders will be required to complete Purchasing Card Online Annual Refresher Training beginning August 1st. Travel policies and procedures will be included in this refresher training so that after completion, all existing cardholders will be properly trained to purchase services, supplies and travel expenses. More information and timeline specifics to follow.
- Purchasing Card Mass Reissue: In December 2017, all purchasing cards will be reissued to every cardholder by US Bank. The new cards and/or card numbers must not be shared with others and may only be used by the individual whose name is embossed on the card. Reissued cards will be mailed directly to the cardholder at the address on file with US Bank. Cardholders should review the current address on their Cardholder Statement at the end of the biweekly cycle to ensure accuracy. If changes are required, cardholders should submit the Account Update Request Form requesting the change in address. More information and timeline specifics to follow.
If you have any questions/comments, contact Meghann Grove, Purchasing Card Program Manager.