Credit Card Review Session Agenda

1. Credit Card Review Session Agenda • Introductions • Overview of card types • Similarities & Differences • Purchasing Guidelines • Contacts

2. Card Types Corporate Card Procurement Card “P-Card” Gold Sticker on PCard 496 408 Procurement Travel “PT” Card Red Sticker on PT Card Total 1,133 229

3. Card Holders Corporate Card Procurement Card “P-Card” 496 408 Procurement Travel “PT” Card Total 1,133 229

4. PCard PT Card Similarities For business expenses only Does not require personal liability Requires log to be filed on a bi-weekly basis Must include original detailed receipts Requires supervisory approval (which implies all expenses are supported by receipts and appropriate)

5. PCard PT Card Similarities Charges are only made to one account number Employee must reimburse the university for any unauthorized expenses or inadequately documented expenses Failure to provide such reimbursement for unauthorized expenses or inadequately documented expenses can result in loss of card

6. Allowable Charges PCard PT Card • Airfare (Travel Agency Fees) • Vehicle Rental (including gas) • Hotel (No incidentals allowed) • Registration/Conference Fee • Webinars • Parking (allowable if in conjunction with overnight stay at a hotel or for airport parking) • Ground Transportation (Train, Bus, Shuttle, or Taxi) • Business internet charges • Business telephone calls only • Books - Classroom or Office • Supplies • Postage, Fed Ex. Charges • Slide Duplication • 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)

7. Allowable Charges PCard PT Card • Airfare (Travel Agency Fees) • Vehicle Rental (including gas) • Hotel (No incidentals allowed) • Registration/Conference Fee • Parking (allowable only in conjunction with an overnight stay at a hotel or for airport parking) • Ground Transportation (Train, Bus, Shuttle, or Taxi) • Business internet charges • Business telephone calls only Supplies • Books - Classroom or Office • Postage, Fed Ex. Charges • Slide Duplication • 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)

8. Allowable Charges PCard PT Card • Airfare (Travel Agency Fees) • Vehicle Rental (including gas) • Hotel (No incidentals allowed) • Registration/Conference Fee • Parking (allowable only in conjunction with an overnight stay at a hotel or for airport parking) • Ground Transportation (Train, Bus, Shuttle, or Taxi) • Business internet charges • Business telephone calls only Lodging Travel Conf. Fees Books - Classroom or Office Supplies Postage, Fed Ex. Charges Slide Duplication 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)

9. Disallowed Charges PCard • Ammunition or Weapons • Motor Vehicles • Cash Advances • Personal Items • Consulting Services • Printing or Photocopying • Radioactive Material • Flowers • Prizes, Gifts, or Awards (need prior approval from A/P) • No gift cards • Food, Refreshments, Meals • Any business travel expenses • Academic Support Services • Entertainment • Air Conditioners • Insurance • Alarm or Security Systems • Leases • Sales Tax of any kind • Alcoholic Beverages • Legal Services

10. Disallowed Charges PCard • Ammunition or Weapons • Motor Vehicles • Cash Advances • Personal Items • Consulting Services • Printing or Photocopying • Radioactive Material • Flowers • Prizes, Gifts, or Awards(need prior approval from A/P) • No gift cards • Food, Refreshments, Meals • Any business travel expenses • Academic Support Services • Entertainment • Air Conditioners • Insurance • Alarm or Security Systems • Leases • Sales Tax of any kind • Alcoholic Beverages • Legal Services

11. Disallowed Charges PT Card • Supplies • All PCard allowables • Food • Gasoline for personal car • Tour charges • Lodging amenities or incidentals • Personal phone calls or internet charges

12. P Card Reminders • Services allowed if pre-authorized by Accounts Payable, including advertising, labor, and repairs. • 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. • T-shirts • Promotional candy or food • Flowers • Other common items that are not allowed include: • Cards of any type (e.g. Thank you, Birthday, Sympathy, etc.)

13. Purchasing Guidelines • Per Transaction Limits • Purchases over $5,000 must be pre-authorized by Program Administrator • Serial purchasing not allowed • Mandatory State Contracts • MRO (Maintenance Repair and Operations) • Janitorial Floor Care • Cleaning Chemical, Equipment, & Supplies • Office Supplies (Staples)

14. PCard Summary Log Requirements • Itemized Receipts (including any shipping charges) • If ordering online, always print the order acknowledgement • If ordering by phone, have vendor fax acknowledgement • Attached list of attendees and class syllabus for any event tickets purchased • Item description required • If purchase is unique, provide a detailed explanation • Memberships/Subscriptions - • 1 year unless substantial savings • Individual memberships not allowed unless substantial savings or justification/benefit to university is documented and attached to log

15. P Card Summary Log Form Use newest version of PCard Log form located at Purchasing website

16. PT Summary Log Requirements • Brochure with agenda if attending a conference with a registration fee • Original detailed receipts required • Conference site hotel proof required • Destination – City • Purpose of Trip • Copies of receipts if filing a TER for miscellaneous expenses • Group Travel • Include list of all participants

17. PT Summary Log Form • Use newest version of PT Log form located at Purchasing website

18. Receipt Reminder Scotch tape removes ink from receipts

19. Airfares* PT Card * • Online reservations must be made through the Cliqbook online reservation system (no other online reservations allowed) • May book through Travel Agency (brick & mortar) • May phone airline direct (no online reservations with airlines allowed) • Need receipts for baggage fees

20. Lodging (In/Out of State)* PT Card * • Maximum reimbursement rate is $70.00 per night unless staying at a state approved high cost city • Conference site hotels can be utilized • Incidentals not allowed • Room Service/Food • Personal Telephone calls • Movies • Alcohol • Etc.

21. Vehicle Rentals* PT Card * • Enterprise, National, Hertz, and UW Big Ten National are the current contract vendors • Requires itemized receipt • Website of rental agency • Fax from rental agency • Gasoline for rental only • Non-contract vendor can be used if the contract vendors cannot accommodate your needs • Documentation required with log

22. Corporate Card For business travel expenses only Is a Personal liability card Beginning with the December 2011 billing cycle, the following message will appear on all corporate cardholder statements:"The UW Corporate Travel Card has been issued to you for business purchases only therefore personal purchases are not allowed.  Using the card for personal purchases will result in card suspension or cancellation.  Balance due in full one month from statement date. 1% late fee assessed at 61 days past due."

23. Student Travel • Students are not allowed to obtain either procurement credit card being offered • If possible, departments should try to make travel pre-payments for student travel if it is being funded via a state account • Students on state business can rent at age 18 • Student organizations are not covered under state contract

24. Policy & Forms • Procurement Card http://www.uwec.edu/Bussvs/purch/credit.htm • Procurement Travel Card http://www.uwec.edu/Bussvs/purch/credit.htm • Corporate Travel Card http://www.uwec.edu/hr/forms/USBankApp.pdf

25. Contacts • Penny Odell (715-836-5171 or odellpj@uwec.edu) for questions relating to institutional procurement, procurement travel, and corporate travel card applications • Becky Zillmer(715-836-5266 or zillmera@uwec.edu) for institutional procurement travel card log and travel policy related questions • Sheri Kuberra(715-836-5999 or kuberrca@uwec.edu) for travel policy related questions • Vickie Gardner(715-836-4528 or gardnevl@uwec.edu) for assistance with all general travel related questions