What Can And Cannot Be Purchased With The Card
The purchasing card is intended for best judgment purchases under $5,000. All purchases must comply with the University of Wisconsin-Madison’s purchasing policies and procedures, accounting policies and procedures and with extramural funding agency restrictions. In response to frequently asked questions regarding what is considered an allowable purchase, below is a list of commonly questioned items.
Acceptable Purchases
Alcohol
Alcohol is only allowable when purchased for resale or when hosting a conference dinner. The complete guidelines for alcohol purchases can be found at the following address:
http://www.bussvc.wisc.edu/bursar/nothost2.html
Catering
The decision to have food at a UW event, either on or off campus, presents a number of concerns including the safe and proper handling of the food, adequate insurance coverage and business procedures that meet the purchasing and accounting processing requirements. The University has established written policies that must be followed when catering food. The guidelines can be found at the following website address: www.bussvc.wisc.edu/purch/ppp10.html
If the outlined requirements are met, the catering may be paid with a purchasing card. All of the required documentation, including a copy of the vendor’s current insurance certificate that has been approved by Risk Management, must be attached to the cardholder log.
Cell Phones
US Cellular is the contract vendor for cell phone products and services. US Cellular orders and payments are handled by DoIT and are therefore not allowable on the card.
Special requests for supplies and/or services not offered by US Cellular must be submitted in writing, along with a letter of justification, to Vera Laufenberg in Purchasing Services. Vera will review the requests and forward them on to DoIT for approval. If upon review DoIT finds the product/service to be justifiable and unavailable through US Cellular, the request will be approved and at that time the charges may be billed to a purchasing card. A copy of the approval must be attached to the purchasing card log.
EBay Purchases
The Purchasing Card may be used to purchase items from an online source such as EBay provided the risk of loss has been minimized to the maximum extent possible and State procurement rules are met . Since there are no refunds when purchasing from E-bay, purchasers should do everything possible to determine the true condition of the item being purchased. When purchasing an operating piece of equipment, it is expected that an independent person or company be used to validate the operating condition. Cardholders are encouraged to contact the Purchasing Agent that handles the particular commodity prior to making an EBay purchase.
Flowers/Decorative Items
The purchase of decorative items (plants, paintings, flowers, etc.) from University-administered funds is allowable only if the items are placed in a general reception area frequented by students and/or the general public. Additionally, decorative items may be purchased for an event if the participant’s fees cover payment for the items. The purchase of items placed in employee lounges, assigned offices or other work areas are not allowable on the card.
The purchase of holiday decorations from University-administered funds is allowable only if the decorations are placed in open public areas, such as a student union, student dormitory, student health center or an educational conference center such as UW Extension facilities.
Food Purchases
Individual meals are not payable on the card. Events that meet the “Headquarters’ City” requirements are payable on the card. To correctly handle expenses associated with a conference or event, we strongly encourage you to use our event forms. All policy requirements are addressed within the form for your convenience. The forms are located at: http://www.bussvc.wisc.edu/acct/policy/meetcon/meetcon.html A copy of the form must be attached to the log.
Fuels
External reporting requirements do not allow for the purchase of gasoline on the card; however, gasoline for a rental vehicle is acceptable. The card cannot be used for car fleet fuel purchases. The Voyager Card is provided for that purpose. Fuel purchases for personal vehicles used in lieu of fleet vehicles are included in the established mileage reimbursement rate and as a result are not payable on the card.
Gratuity
Gratuity within reason for a Headquarters’ City conference or event is acceptable on the card if the majority of attendees are not UW employees. If the event consists of mainly UW employees, the gratuity must fall within the individual meal limits.
Registrations, Subscriptions and Membership Renewals
Registrations, subscriptions and membership renewals are allowable on the card. The initial membership fee must be processed on a requisition or submitted as a direct charge to allow for approval by the Pre-Audit staff. Once the membership has been approved as a valid UW charge, subsequent renewal payments may be processed on the card.
Services
All service vendors must be incorporated and have a valid insurance certificate on file before work commences on campus. Cardholders may use the insurance certificate tool at http://riskinfo.bussvc.wisc.edu/Certs/Certs_Main_Menu.aspx to check for vendor certification or contact Purchasing Services for assistance. Payments to an individual are 1099 reportable and should not be made on the card.
Stamps
Postage stamps may be purchased with the card.
Supplies
We encourage the purchase of all departmental supplies through the preferred prime vendors set up via MDS, which guarantees state contract pricing, or the purchasing card. . The card is considered to be the “best practice” purchasing method for best judgment purchases (under $5,000), but cardholder’s usage is limited by the dollar limits established on the individual’s card.
Travel
The Department of Administration has approved the use of the Purchasing Card for three travel related expenses, which includes airfare, hotels and state contract car rental. Individual meals are not allowable on the card. Approval to use a card for travel related expenses is granted by the respective Dean’s Office on an individual basis. Once a cardholder is given permission to use the card for travel, a travel agreement form must be completed and signed by the Department and Dean’s Office representative and sent to the Purchasing Card Manager for processing. The cardholder and Site Manager are then required to attend a travel training session that covers the travel restrictions and documentation requirements.
INELIGIBLE VENDORS
The eligibility to do business with vendors is contingent on them satisfying or not satisfying s.16.765, Wis. Stats., which imposes certain requirements for affirmative action in employment as well as compliance with s.77.66, Wis Stats., tax laws. Check the Purchasing Services Web site for the current Ineligible Vendor List as well as the Certification for Collection of Sales and Use Tax Ineligible Vendor Directory that lists vendors determined to be ineligible by the Wisconsin Department of Revenue for non-compliance with tax laws.
Unacceptable Purchases
Bypassing Policies and Procedures
Avoiding or bypassing appropriate procurement or payment procedures, or extramural funding agency restrictions.
Copiers
The state contract for copy machines is a mandatory contract. All copying needs are to be addressed through the contract regardless of the unit price and whether or not it is a used piece of equipment.
Fines
Fines, including parking tickets on and off campus, are not payable on the card.
Greeting Cards
Greeting cards of any nature are not allowable on the card.
Insurance
Insurance is not an acceptable card purchase. All insurance must be processed through Risk Management, including payments for SHIP.
Items That Require Special Reporting/Approval
The card cannot be used for items listed on the Cardholder Agreement Form.
Personal Use
Under no circumstances is the card to be used for personal use.
Printing over $49.99
Printing over $49.99 must be ordered through the UW Madison Division of Information Technology Printing Services through an established contract or a competitive bid for custom printed materials, quick copy/duplicating, photocopying and direct digital printing. Faculty and staff are NOT authorized to directly purchase printing over $49.99 from outside vendors.
DoIT Printing Services will purchase all printing for UW-Madison offices, except offices with limited delegation authority such as University Publications Office and UW Press. For further information on DoIT Printing Services, visit their website at http://www.doit.wisc.edu/printing/