This policy establishes controls to mitigate the risks associated with purchasing cards, including inappropriate use, fraud, inaccurate funding allocation, noncompliance with state of Wisconsin statutes and administrative codes and UW System Administration purchasing policies, and reputational damage to UW-Madison.
This policy applies to faculty and staff cardholders and divisional financial leaders.
Prior to making any purchase with a purchasing card, the cardholder must:
Merchandise purchased with a UW-Madison purchasing card must be shipped to a UW-Madison address unless the cardholder can provide business justification for having items shipped elsewhere; the justification must be included in the supporting documentation.
A cardholder must reconcile purchasing card transactions within 60 days of the credit card transaction load date.
Failure to comply with UW-Madison Purchasing Card Policy or Procedures may result in disciplinary action, up to and including dismissal.
01-09-2018, 03-20-2018, 03-29-2018, 05-18-2018, 07-13-2018, 07-23-2019, 02-04-2021, 12-11-2021, 09-09-2022, 10-04-2023, 07-07-2025
07-07-2025