Shared Liability Cards

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Policy Number:
UW-3014
Old Policy Number:
301
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

This policy establishes standards for eligibility, responsibility, and proper shared liability card usage.

Definitions:
Access online
U.S. Bank’s web-based transaction management tool used by a Credit Card Administrator to maintain the credit card programs at UW–Madison and by cardholders to manage account settings.
Cash advance allowance
Percentage of a shared liability cardholder’s credit limit that may be obtained in cash.
Credit limit
Dollar amount assigned to a Shared Liability Card account that limits the allowable outstanding balance on an account.
Shared Liability Card
A VISA credit card, also referred to as a Corporate Card, issued by U.S. Bank to a UW–Madison employee in which the liability is shared by the employee and the UW, and the card is used for business-related purchases.
Shared Liability Cardholder
UW–Madison employee who has been approved by their supervisor and the U.S. Bank for a Shared Liability Card.
Scope:

Applies to employees of all UW–Madison schools, colleges, and auxiliary divisions.

Policy:
  1. Eligibility
    To be eligible for the shared liability card, an applicant must meet the following criteria:
    1. Have an active UW–Madison appointment.
    2. Meet all requirements identified by U.S. Bank on its application materials.
  2. Credit Limit and Cash Advance Allowance
    1. Shared liability cards have a standard credit limit of $5,000.
    2. A credit limit may be increased with approval from a cardholder’s divisional business office and the U.S. Bank Credit Department.
    3. By default, Shared Liability Cards have a cash advance allowance of 0%, but may be increased with justification and approval from the cardholder’s divisional business office.
  3. Supporting Documentation
    1. For reimbursement purposes, documentation must be retained by the cardholder for all purchases greater than $50 made with the shared liability card.
    2. All documents related to the shared liability card may be fully disclosed as a public record to the extent provided by open records laws.
  4. Payment and Late Fees
    1. U.S. Bank will issue the Shared Liability Card directly to the cardholder. As such, it will be governed by a contract that is solely between U.S. Bank and the cardholder, who is personally responsible for paying all charges when due.
    2. Finance fees are assessed by U.S. Bank if the balance becomes 61 days past due and are not reimbursable by the university.
  5. Audits
    Shared liability card expenses are reviewed and audited by the State of Wisconsin Department of Administration, the Legislative Audit Bureau, UW System Administration Department of Internal Audit, and UW–Madison's Division of Business Services, in accordance with this policy
  6. Lost or Stolen Cards
    Shared Liability Cardholders must immediately notify U.S. Bank Customer Service if their card is lost or stolen as outlined in Procedure 3014.1 – Shared Liability Card Application and Account Management 
  7. Unauthorized Transactions/Suspected Fraud
    1. Cardholders must immediately notify the U.S. Bank Fraud Department of any unauthorized transactions or suspected fraudulent activity as outlined in Procedure 3014.1 – Shared Liability Card Application and Account Management.
    2. Shared liability card fraud committed by a UW–Madison employee must be reported to the credit card administrator. Suspected fraud or abuse may also be reported to UW System Administration.
  8. Cancellation
    1. Upon terminating their employment with UW-Madison, shared liability cardholders must notify the Card Program Office and destroy their shared liability card.
    2. The shared liability card may also be terminated by U.S. Bank or the credit card administrator for the following reasons:
      1. Non-compliance with this policy.
      2. The account becomes 120 days past due if an account is terminated due to delinquency, it may not be reinstated.
      3. The cardholder is no longer on the UW–Madison payroll (including resignation, extended leave of absence without pay, termination, or retirement).
      4. No account activity in over eighteen months.
  9. Consequences for Noncompliance
    Failure to comply with this policy or accompanying procedure may result in discipline, up to and including dismissal.
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Travel and Card Manager
Contact:
Travel and Card Manager -- Travel and Card Manager, uwtravel@bussvc.wisc.edu
Effective Date:
11-24-2019
Revised Dates:

11-24-2019, 02-04-2021, 09-09-2022, 07-01-2025

Reviewed Dates:

11-24-2019, 07-01-2025

Retrieved:
07-24-2025 15:35:54